FRA Guide for Preparing 

Accident/Incident Reports 

U.S. Department of Transportation 

Federal Railroad Administration 

Office of Railroad Safety 

DOT/FRA/RRS-22 

Published: May 23, 2011 

Effective: July 1, 2011 
This page intentionally left blank
 

MAIL MONTHLY ACCIDENT/INCIDENT REPORTING SUBMISSIONS TO: 

FRA Project Office 

2600 Park Tower Drive, Suite 1000 

Vienna, VA 22180 

Please refer to http://safetydata.fra.dot.gov/OfficeofSafety, and click on “Click Here for 

Changes in Accident/Incident Recordkeeping and Reporting” for updated information. 
 

 

 

iv

Preface 

The Federal Railroad Administration’s (FRA) regulations on reporting railroad 

accidents/incidents are found primarily in Title 49 Code of Federal Regulations (CFR) Part 225.1

 

The purpose of the regulations in Part 225 is to provide FRA with accurate information 

concerning the hazards and risks that exist on the Nation’s railroads. See § 225.1. FRA needs 

this information to effectively carry out its regulatory and enforcement responsibilities under the 

Federal railroad safety statutes.2

 FRA also uses this information for determining comparative 

trends of railroad safety and to develop hazard elimination and risk reduction programs that 

focus on preventing railroad injuries and accidents. 

 

1

 For brevity, further references in the Guide to sections in 49 CFR Part 225 will omit “49 CFR” and include only 

the section, e.g., § 225.9. 

2

 Title 49 U.S.C. chapters 51, 201–213. 
 

 

 

v

Table of Contents 

Executive Summary ........................................................................................................................ 1

1. Overview of Railroad Accident/Incident Recordkeeping and Reporting Requirements and 

Miscellaneous Provisions and Information ............................................................................... 4

1.1 General ............................................................................................................................. 4

1.1.1 Purpose of the FRA Guide for Preparing Accident/Incident Reports ........................ 4

1.1.2 Applicability .............................................................................................................. 4

1.1.3 Consolidated Reporting ............................................................................................. 4

1.2 Major Recordkeeping and Reporting Requirements Under Part 225 .............................. 4

1.2.1 Telephonic Reporting................................................................................................. 4

1.2.2 Annual Reports to FRA ............................................................................................. 5

1.2.3 Monthly Reports to FRA ........................................................................................... 5

1.2.4 Late, Amended, and Updated Reports ....................................................................... 7

1.2.5 Recordkeeping ........................................................................................................... 9

1.3 Miscellaneous Provisions and Information .................................................................... 12

1.3.1 Assistance and Guidance ......................................................................................... 12

1.3.2 Copies of the Regulations ........................................................................................ 12

1.3.3 Reporting Decisions ................................................................................................. 12

1.3.4 Claimed But Not Admitted Submissions ................................................................. 12

1.3.5 Penalties ................................................................................................................... 13

1.3.6 Public Examination and Use of Reports .................................................................. 13

1.4 Questions and Answers .................................................................................................. 14

2. Definitions............................................................................................................................... 16

3. Form FRA F 6180.55 - Railroad Injury and Illness Summary ............................................... 29

3.1 Requirement ................................................................................................................... 29

3.2 General Instructions and Interpretations ........................................................................ 29

3.3 Instructions for Completing Form FRA F 6180.55 ....................................................... 29

3.4 Common Reporting Errors ............................................................................................. 34

3.5 Submission and Retention.............................................................................................. 34

4. Form FRA F 6180.98 - Railroad Employee Injury and/or Illness Record .............................. 35

4.1 Requirement ................................................................................................................... 35

5. Form FRA F 6180.97 - Initial Rail Equipment Accident/Incident Record ............................. 39

5.1 Requirement ................................................................................................................... 39

5.2 Questions and Answers .................................................................................................. 43

6. Form FRA F 6180.55a - Railroad Injury and Illness Summary (Continuation Sheet) ........... 45

6.1 Requirement ................................................................................................................... 45

6.2 Reporting Exceptions ..................................................................................................... 46

6.3 Suicide Data ................................................................................................................... 48

6.4 Covered Data ................................................................................................................. 49

6.5 Employee On-Duty Injury/Illness Reporting ................................................................. 50

6.5.1 Questions and Answers on Employee On-Duty Injury/Illness Reporting ............... 50

6.6 Determination of Work-Relatedness .............................................................................. 52

6.6.1 Interpretations on Work-Relatedness ....................................................................... 53

6.6.2 Questions and Answers on Employees—Determination of Work-Relatedness ...... 58

6.7 Determination of New Cases ......................................................................................... 63
 

 

 

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6.7.1 Questions and Answers on New Cases .................................................................... 64

6.8 General Reporting Criteria ............................................................................................. 65

6.8.1 Questions and Answers on General Reporting Criteria ........................................... 65

6.8.2 Questions and Answers on Days Away from Work ................................................ 66

6.9 Restricted Work ............................................................................................................. 70

6.9.1 Questions and Answers on Restricted Work ........................................................... 71

6.9.2 Counting Days Away from Work and Days of Restriction ..................................... 75

6.10 Exceptions to Medical Treatment (First Aid) ................................................................ 76

6.10.1 Questions and Answers on First Aid ....................................................................... 78

6.11 Reporting Requirements for Significant Injury or Illness to Railroad Employees ........ 85

6.12 Reporting Requirements for Specific Case Criteria ....................................................... 85

6.12.1 Reporting Criteria for Needlestick and Sharps Injuries ........................................... 86

6.12.2 Reporting Criteria for Cases Involving Medical Removal ...................................... 87

6.12.3 Reporting Criteria for Cases Involving Occupational Hearing Loss ....................... 88

6.12.4 Reporting Criteria for Work-Related Tuberculosis Cases ....................................... 89

6.12.5 Reporting Criteria for Cases Involving Work-Related Musculoskeletal Disorders 90

6.12.6 Miscellaneous Questions and Answers .................................................................... 91

6.13 Reporting of Injuries to Persons Other Than Railroad Employees ................................ 98

6.13.1 Questions and Answers on Injuries to Persons Other Than Railroad Employees . 100

6.14 Miscellaneous Guidance .............................................................................................. 102

6.14.1 Coding Instructions Injuries Due to Passenger Station Platform Gap Incidents ... 103

6.15 Instructions for Completing Form FRA F 6180.55a (Continuation) ........................... 105

7. Form FRA F 6180.54 - Rail Equipment Accident/Incident Report ...................................... 113

7.1 Requirement. ................................................................................................................ 113

7.1.1 Reporting Threshold .............................................................................................. 113

7.1.2 Employee Human Factor Reporting and Notification Requirements .................... 113

7.1.3 Coexistent Reporting Requirements ...................................................................... 113

7.2 General Instructions and Interpretations ...................................................................... 114

7.2.1 Identification of Train Accident/Incident .............................................................. 114

7.2.2 Classification of Train Accident/Incident .............................................................. 114

7.2.3 Calculating Costs ................................................................................................... 114

7.2.4 Joint Operations ..................................................................................................... 115

7.2.5 Responsibility for Reporting Multiple Consist Accidents ..................................... 115

7.2.6 Responsibility for Reporting Accidents on Industry Track ................................... 115

7.2.7 Reporting Exceptions ............................................................................................. 115

7.3 Instructions for Completing Form FRA F 6180.54 ..................................................... 116

7.4 Questions and Answers on Rail Equipment Accident Reporting ................................ 131

7.5 Common Reporting Errors ........................................................................................... 136

8. Form FRA F 6180.81 - Employee Human Factor Attachment ............................................. 137

8.1 Requirement ................................................................................................................. 137

8.2 General Instructions and Interpretations ...................................................................... 137

8.3 Submission ................................................................................................................... 138

9. Form FRA F 6180.78 - Notice to Railroad Employee Involved in Rail Equipment 

Accident/Incident Attributed to Employee Human Factor: Employee Statement 

Supplementing Railroad Accident Report ............................................................................ 139

9.1 Requirement ................................................................................................................. 139
 

 

 

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9.1.1 Employee Action upon Receipt of Notification ..................................................... 140

10. Forms FRA F 6180.57 - Highway-Rail Grade Crossing Accident/Incident Report & FRA F 

6180.150 – Highway User Injury Inquiry Form ................................................................... 141

10.1 Requirement ................................................................................................................. 141

10.2 Additional Requirements ............................................................................................. 141

10.3 General Instructions and Interpretations ...................................................................... 142

10.4 Instructions for Completing Form FRA F 6180.57 ..................................................... 144

10.5 Questions and Answers ................................................................................................ 158

10.6 Common Reporting Errors ........................................................................................... 159

10.7 Requirements for Form FRA F 6180.150 .................................................................... 160

10.8 Instructions for Completing Form FRA F 6180.150 ................................................... 162

11. Form FRA F 6180.56 - Annual Railroad Report of Employee Hours and Casualties, by State

............................................................................................................................................... 164

11.1 Requirement ................................................................................................................. 164

11.2 General Instructions and Interpretations ...................................................................... 164

11.3 Instructions for Completing Form FRA F 6180.56 ..................................................... 164

12. Supplemental Information: Contractors; Commuter and Other Passenger Rail Operations 166

12.1 General ......................................................................................................................... 166

12.2 Contractors ................................................................................................................... 166

12.2.1 Contractors – non-railroad employees ................................................................... 166

12.2.2 Contractors – railroad employees .......................................................................... 166

12.3 Train Operations .......................................................................................................... 167

12.3.1 Performed by Railroad ........................................................................................... 167

12.3.2 Performed by Contractor ........................................................................................ 167

12.3.3 Form 6180.55 ......................................................................................................... 168

12.3.4 Form 6180.55a ....................................................................................................... 169

12.3.5 Form 6180.54 ......................................................................................................... 169

12.3.6 Form 6180.57 ......................................................................................................... 169

13. Form FRA F 6180.107 - Alternative Record for Illnesses Claimed to be Work-Related .... 171

13.1 Purpose ......................................................................................................................... 171

13.2 Provision ...................................................................................................................... 171

13.3 Questions and Answers ................................................................................................ 173

Index

Appendices
FRA Guide for Preparing Accident/Incident Reports 

1

Executive Summary 

Executive Summary 

In 1910, Congress enacted the Accident Reports Act, Public Law No. 165, recodified at 

49 U.S.C. §§ 20901–20903, as amended. The Accident Reports Act, as amended, requires, in 

part, that railroad carriers file with the Secretary of Transportation reports on “all accidents and 

incidents resulting in injury or death to an individual or damage to equipment or a roadbed 

arising from the carrier’s operations during the month” (emphasis added). The Secretary of 

Transportation subsequently delegated the authority to carry out the Accident Reports Act to the 

Federal Railroad Administration (FRA). 49 U.S.C 103(c)(1); 49 CFR 1.49(c)(11). The 

accident/incident reporting regulations at 49 CFR Part 225 were originally issued pursuant to the 

Accident Reports Act of 1910. 

Sixty years later, Congress enacted the Federal Railroad Safety Act of 1970. Public Law No. 91-

458, recodified primarily at 49 U.S.C. chapter 201, with penalty provisions in 49 U.S.C. chapter 

213, as amended. FRA’s accident/incident reporting requirements, 49 CFR Part 225, are 

currently issued under the dual statutory authority of the Accident Reports Act of 1910 and the 

Federal Railroad Safety Act of 1970. 

On December 29, 1970, Congress enacted the Occupational Safety and Health Act (OSH Act). 

While the OSH Act gives the Secretary of Labor a broad, general authority to regulate working 

conditions that affect the occupational safety and health of employees, it also recognizes the 

existence of similar authority in other Federal agencies. Section 4(b)(1) of the OSH Act provides 

that the OSH Act shall not apply to working conditions to which another Federal agency 

exercises statutory authority to prescribe or enforce standards or regulations affecting 

occupational safety or health. The OSH Act also requires that the Secretary of Labor issue rules 

to develop and maintain an effective program of collection, compilation, and analysis of 

occupational safety and health statistics. This data is compiled in a national database by the 

Department of Labor (DOL) and used to chart the magnitude and nature of occupational injury 

and illness problems across the country. 

Because FRA exercises statutory authority to prescribe and enforce standards and regulations for 

all areas of railroad safety under the Federal Railroad Safety Act of 1970, the Occupational 

Safety and Health Administration’s (OSHA) jurisdiction may be preempted by FRA under 

section 4(b)(1) of the OSH Act with regard to certain matters related to railroad safety. See 

Policy Statement asserting FRA jurisdiction over matters involving the safety of railroad 

operations, 43 FR 10584 (March 14, 1978). With respect to employee injury and illness 

recordkeeping, however, the Occupational Safety and Health Review Commission (OSHRC) 

ruled that employee injury and illness recordkeeping does not come within the purview of 

section 4(b)(1) of the OSH Act and, therefore, OSHA’s jurisdiction has not been displaced by 

FRA’s recordkeeping regulations. Secretary of Labor v. Conrail (OSHRC Docket No. 80-3495, 

1982). Consequently, a railroad over which FRA exercises jurisdiction must comply with the 

employee injury and illness recordkeeping requirements promulgated by both FRA and OSHA. 

Nevertheless, because FRA’s employee injury and illness recordkeeping/reporting requirements 

employ equivalent standards to those promulgated by OSHA, OSHA does not require railroad 
FRA Guide for Preparing Accident/Incident Reports 

2

Executive Summary 

carriers to maintain OSHA records in addition to FRA records. Rather, railroad carriers are only 

required to record and report employee injuries and illnesses to FRA in accordance with FRA’s 

regulations. See 29 CFR § 1904.3. 

Consequently, FRA’s accident/incident reporting regulations that concern railroad occupational 

casualties should be maintained, to the extent practicable, in general conformity with OSHA’s 

recordkeeping and reporting regulations to permit comparability of data on occupational 

casualties between various industries, to allow integration of railroad industry data into national 

statistical databases, and to improve the quality of data available for analysis of casualties in 

railroad accidents/incidents. FRA makes all employee injury and illness data available to OSHA 

for use in its complementary program of regulation and provides the data to the Bureau of Labor 

Statistics each year. 

In order to have a database that allows accurate comparison between industries, the rules that 

FRA uses must be modified whenever OSHA makes significant changes that affect the number 

and types of work-related deaths, injuries, and illnesses for which records are to be maintained, 

and the manner in which these are to be classified. Such a change occurred for the first time 

(since OSHA’s original reporting requirements were implemented in 1971) on January 1, 2002, 

when revised OSHA recordkeeping requirements became effective. In response, FRA amended 

its own accident/incident reporting rules, effective May 1, 2003, to conform with OSHA’s 

amended rules in addition to making other miscellaneous amendments. 

FRA now finds it necessary to make appropriate changes to its regulations in response to issues 

identified by FRA in its administration of the current accident/incident recordkeeping and 

reporting program. Specifically, FRA is amending its accident/incident reporting regulations in 

order to: 

• Better conform certain of the regulations’ definitions to those set forth in 49 U.S.C. 

20102, as amended. 

• Require the reporting and recording of certain suicide data. 

• Require the reporting of longitude and latitude for trespasser casualties and reportable rail 

equipment accidents. 

• Include a comprehensive list of accident/incident reporting exceptions. 

• Allow for consolidated accident/incident reporting by integrated railroad systems. 

• Add necessary definitions. 

• Set system standards for the electronic retention of accident/incident reporting records by 

railroads. 

• Clarify ambiguous definitions and regulations. 

• Update regulatory text, as applicable. 

• Enhance the quality of information available for railroad casualty analysis. 
FRA Guide for Preparing Accident/Incident Reports 

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Executive Summary 

• Limit which highway-rail grade crossing fatalities must be telephonically reported to the 

National Response Center (NRC). 

• Amend the Telephonic Reporting Chart to conform to the regulatory text. 

• Clarify and refine the requirements and criteria for using and retaining Form FRA 

F6180.107, “Alternative Record for Illnesses Claimed to be Work-Related,” and the 

alternative railroad-designed record. 

• Eliminate the oath and notarization requirements on Form FRA F6180.55, “Railroad 

Injury and Illness Summary.” 

• Allow for the electronic submission of Form FRA F 6180.55, “Railroad Injury and Illness 

Summary.” Allow for submission of Form FRA F 6180.55 and Form FRA F 6180.81 in 

.pdf or .jpg format. 

• Set forth record retention requirements for certain accident/incident recordkeeping and 

reporting records not previously addressed. 

• Set forth requirements for electronic accident/incident recordkeeping systems. 

• Update FRA’s address information. 

• Require railroads to try to obtain documentation regarding: cause of death for trespassers 

and, in particular, suicides. 

• Require railroads to obtain information about the nature and severity of highway-rail 

grade crossing casualties by contacting highway users in writing using the Form FRA F 

6180.150, “Highway User Injury Inquiry Form,” and, if unsuccessful, by phone. 

• Set forth the requirements for the Form FRA F 6180.150 and the accompanying cover 

letter (See sample cover letter contained in Appendix N). 

In addition to amending its regulations, FRA is revising the FRA Guide for Preparing 

Accident/Incident Reports (FRA Guide), certain accident/incident recordkeeping and reporting 

forms, and its companion guide: Guidelines for Submitting Accident/Incident Reports by 

Alternative Methods (Companion Guide). 

Please refer to http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for Changes 

in Accident/Incident Recordkeeping and Reporting” for updated information regarding changes. 
FRA Guide for Preparing Accident/Incident Reports 

4

Accident/Incident Recordkeeping and Reporting Requirements 

1. Overview of Railroad Accident/Incident Recordkeeping and Reporting 

Requirements and Miscellaneous Provisions and Information 

1.1 General 

This chapter provides an overview of FRA’s accident/incident recordkeeping and reporting 

requirements. 

1.1.1 Purpose of the FRA Guide for Preparing Accident/Incident Reports 

The FRA Guide provides instructions and guidance associated with FRA’s accident/incident 

recordkeeping and reporting requirements. The FRA Guide is a supplement to Part 225 and is 

not a replacement for the regulatory text. Federal railroad safety regulations at § 225.11 and 

§ 225.21 require that each railroad subject to Part 225 complete reports and records of 

accidents/incidents in accordance with the current FRA Guide. 

1.1.2 Applicability 

To determine if Part 225 applies to a railroad, in whole or in part, see § 225.3, “Applicability.” 

See also “Extent and Exercise of FRA’s Safety Jurisdiction,” Part 209, Appendix A, and 

“Statement of Agency Policy Concerning Waivers Related to Shared Use Trackage or Rights-ofWay by Light Rail and Conventional Operations,” Part 211, Appendix A. 

1.1.3 Consolidated Reporting 

Under certain circumstances, a parent corporation with commonly controlled railroad carriers 

that operate as a single, seamless, integrated U.S. rail system, may be considered by FRA as a 

single railroad for purposes of Part 225 compliance. See § 225.6. 

1.2 Major Recordkeeping and Reporting Requirements Under Part 225 

There are many recordkeeping and reporting requirements arising from Part 225. The following 

is a summarized listing of FRA’s major recordkeeping and reporting requirements for all 

railroads subject to Part 225. This listing is a summary only and does not replace the regulatory 

text or requirements set forth in the Code of Federal Regulations. Narratives are included when 

supplemental information, requirements, or guidance is warranted. 

1.2.1 Telephonic Reporting 

Railroads must make immediate telephonic notification of certain accidents/incidents. See 

§ 225.9. For supplemental information, see Appendix M. 
FRA Guide for Preparing Accident/Incident Reports 

5

Accident/Incident Recordkeeping and Reporting Requirements 

Additional Telephonic Reporting Requirements Related to Accidents. There are four additional 

sections in chapter II of 49 CFR that require telephonic reporting related to accidents. These 

sections are listed below for informational purposes. 

49 CFR 229.17 – Railroad Locomotive Safety Standards; Accident reports. Under this 

section, in the case of an accident due to a failure from any cause of a locomotive or any part 

or appurtenance of a locomotive, or a person coming in contact with an electrically energized 

part or appurtenance, which results in serious injury (i.e., an injury that results in the 

amputation of any appendage, the loss of sight in an eye, bone fracture, or confinement in a 

hospital for a period of more than 24 consecutive hours) or death of one or more persons, the 

railroad operating the locomotive must immediately report the accident by toll-free telephone 

number: (800) 424-0201. 

49 CFR 233.5 – Signal Systems Reporting Requirements; Accidents resulting from signal 

failure. Under this section, a railroad must report to FRA within 24 hours, by toll-free 

telephone number: (800) 424-0201, whenever it learns of the occurrence of an 

accident/incident arising from the failure of an appliance, device, method, or system to 

function or indicate as required by Part 236 that results in a more favorable aspect than 

intended or other condition hazardous to the movement of a train. 

49 CFR 234.7 – Grade Crossing Signal System Safety; Accidents involving grade crossing 

signal failure. Under this section, a railroad must report to FRA every impact between ontrack railroad equipment and an automobile, bus, truck, motorcycle, bicycle, farm vehicle, or 

pedestrian at a highway-rail grade crossing involving an activation failure. Notification shall 

be provided to the National Response Center within 24 hours of occurrence at: (800) 424-

0201. 

49 CFR 219.209(a) – Control of Alcohol and Drug Use; Reports of tests and refusals. 

Under this section, a railroad that has experienced a qualifying accident/incident or other 

event for which specimens were obtained must provide immediate telephonic notification 

summarizing such events to the National Response Center at: (800) 424-8802 and to FRA’s 

Office of Railroad Safety at: (202) 493-6313. 

1.2.2 Annual Reports to FRA 

Railroads must submit to FRA an annual report of employee hours worked and casualties by 

State on Form FRA F 6180.56. The report must be included with the railroad’s monthly 

submission for December. See § 225.21(d). 

1.2.3 Monthly Reports to FRA 

Railroads must submit to FRA monthly reports of all reportable accidents/incidents. See 

§ 225.11. The railroad’s report must be submitted within 30 days following the month to which 

it applies. The report shall be made on the forms prescribed in § 225.21 in hardcopy or by means 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

of optical media or electronic submission via the Internet in accordance with § 225.37, approved 

by FRA. 

The Form FRA F 6180.55 (Railroad Injury and Illness Summary) must be submitted each month, 

even if there were no reportable accidents/incidents during the month. Corresponding forms 

FRA F 6180.55a, FRA F 6180.54, FRA F 6180.81, and FRA F 6180.57 must also be completed 

and submitted for reportable accidents/incidents occurring during the report month. 

Monthly reports of accidents/incidents (which are being submitted as hardcopies) and related 

correspondence, and optical media are to be addressed to: 

FRA Project Office 

2600 Park Tower Drive, Suite 1000 

Vienna, VA 22180 

Please refer to http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for Changes 

in Accident/Incident Recordkeeping and Reporting” for updated information. 

Primary Groups of Reportable Accidents/Incidents. Reportable accidents/incidents are divided 

into three major groups for reporting purposes. See § 225.19. These groups correspond to 

different FRA forms and are as follows: 

1. Group I – Highway-rail grade crossing accident/incident (Form FRA F 6180.57) 

Note: For highway-rail grade crossing accidents/incidents only, railroads are required to 

contact potentially injured highway users involved in a highway-rail accident/incident, by 

mail, using a Highway User Injury Inquiry Form record (Form FRA F 6180.150) and, if 

unsuccessful, by phone. The Form FRA F 6180.150 shall be sent with a cover letter 

drafted in accordance with the requirements set forth in the FRA Guide and a 

preaddressed, prepaid return envelope. Railroads are to use the information gathered to 

comply with FRA’s accident/incident reporting and recording requirements. 

2. Group II – Rail equipment accident/incident (Form FRA F 6180.54) 

Note: Accident reports citing an employee human factor as a cause must be accompanied 

by an Employee Human Factor Attachment (Form FRA F 6180.81). In addition, each 

implicated employee must be provided with a Notice to Railroad Employee Involved in 

Rail Equipment Accident/Incident Attributed to Employee Human Factor (Form FRA 

F 6180.78). 

Note: In preparing a rail equipment accident/incident report, the railroad must inquire 

into the possible involvement of alcohol/drug use or impairment and report such 

information to FRA as required by § 225.18. 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

3. Group III – Death, injury, or occupational illness (Form FRA F 6180.55a) 

Note: In preparing a Form FRA F 6180.55a for a fatality involving a trespasser, the 

railroad is responsible for acquiring additional documentation with regard to cause of 

death. 

The specific requirements for completing the various types of accident/incident forms are 

described in the chapters addressing the individual forms. A single form is usually sufficient to 

report most events; however, there are situations when multiple report forms are necessary. An 

example is a highway-rail grade crossing collision resulting in reportable injuries. An accident 

of this type would require the completion of a Form FRA F 6180.55a for each FRA reportable 

injury sustained, and a Form FRA F 6180.57. In addition, if reportable on-track equipment and 

track damage in this accident exceeds the current monetary threshold for train accidents, then a 

Form FRA F 6180.54 must also be prepared. 

 

Reports are to be arranged in the following order: 

1. Form FRA F 6180.55 

2. Form FRA F 6180.55a 

3. Form FRA F 6180.54 (Attach Form FRA F 6180.81 when applicable) 

4. Form FRA F 6180.57 

5. Form FRA F 6180.56 (December report only) 

1.2.4 Late, Amended, and Updated Reports 

Late Reports. When a railroad finds that an accident/incident was omitted from a previous 

month’s submission, a completed report and a letter explaining the reason for the late filing are 

to be sent to FRA. The late report and letter are to be forwarded no later than the next monthly 

filing. See § 225.13. 

Late reports are not to be attached to or included in counts of reports prepared for the current 

month. Any late report is to be filed for the year and month in which the original event occurred. 

Take, for example, the following scenario: An employee sustains a minor injury in June, but 

none of the reporting criteria are satisfied. He or she is reexamined in July because of 

complications and is instructed to take prescription medication and remain off work for 3 days. 

In this instance, a late report for the month of June must be prepared. 

Amended Reports. When a railroad discovers that an accident/incident has been improperly 

reported on a previous month’s submission, then an amended report must be submitted to FRA 

with a letter of explanation. The amended report and letter are to be forwarded no later than the 

next monthly filing. See § 225.13. The report should have the notation “Amended Report” at 

the top of the form, and items being changed are to be circled in red. 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

When a railroad discovers that a report has been erroneously submitted for a non-reportable 

event, a copy of the report is to be submitted with the notation “DELETE – Non-reportable” in 

red. Those who submit reports electronically using Accident/Incident Report Generator (AIRG) 

software provided by FRA must print out a copy of the report that is to be deleted as nonreportable, and note in red “DELETE – Non-reportable,” and submit this copy to FRA. 

Close of the Calendar Year. FRA publishes final accident/incident counts following the 

conclusion of a reporting year. Submission of the December report concludes the reporting year. 

However, railroads are still required to provide to FRA late reports of unreported 

accidents/incidents, and amended reports that correct or update earlier submissions. 

FRA will receive and process late and amended reports for a period of 5 years following the 

calendar year to which an amended or late report relates. This accommodation does not relieve a 

railroad of its obligation to promptly file a late or amended report upon becoming aware of an 

omission, mistake or otherwise, in accordance with § 225.13 and the late and amended reporting 

guidance set forth in this Guide. FRA will continue to publish its Annual Report of Railroad 

Safety Statistics; because the accident/incident databases will remain open for updating for a 

period of 5 years, the statistics published in the Annual Report will be subject to change. The 

authoritative source for rail safety statistics will now be the Office of Railroad Safety’s Web site: 

http://safetydata.fra.dot.gov/OfficeofSafety. 

To clarify: 

(1) Railroads must file amended reports with FRA (unless otherwise specified in paragraph 3 

below) through December 1 of the year following the year in which the accident/incident 

was initially reported. 

(2) Railroads must file late reports with FRA for 5 years (following the end of the calendar 

year to which the accident/incident relates) for all unreported accident/incidents. 

(3) Railroads must file amended reports for 5 years after the end of the calendar year to 

which they relate for the following changes: 

a) Railroad Injury and Illness Summary (Continuation Sheet) (Form FRA F 6180.55a): 

Change from Injury to Fatality (only if the injured person dies within 180 days from 

the date of the injury). 

b) Highway-Rail Grade Crossing Accident/Incident Report (Form FRA F 6180.57): 

Change from Injury to Fatality, change in Grade Crossing ID, change in the Rail 

Equipment Involved. 

c) Rail Equipment Accident/Incident Report (Form FRA F 6180.54): Change from 

Injury to Fatality, change in Grade Crossing ID, Rail Equipment Involved, Primary 

Cause Code, Contributing Cause Code, Type of Territory, Number of Cars Releasing 

Hazardous Material or Evacuation. 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

d) Railroad Injury and Illness Summary (Continuation Sheet) (Form FRA F 6180.55a): 

A significant change in the number of reportable days away from work or days 

restricted; a significant change is at least a 10% variance in the number of actual 

reportable days away from work or days restricted compared to the number of days 

already reported. 

e) Railroad Equipment Accident/Incident Report (Form FRA F 6180.54): A significant 

change in the damage costs for reportable rail equipment accidents/incidents; a 

significant change is a 10% variance between the damage amount reported to FRA 

and the current cost figures. 

Computer Submission of Reports. In order to assist railroads in maintaining and submitting 

records and reports required by this rule, FRA developed the AIRG software package for 

personal computers that have Microsoft Windows-based operating systems. See 61 FR 59485 

(Nov. 22, 1996). FRA will provide copies of this software free of charge upon request by the 

reporting officer. You can find information on how to obtain AIRG by referring to 

http://safetydata.fra.dot.gov/OfficeofSafety and clicking on “Click Here for Changes in 

Accident/Incident Recordkeeping and Reporting.” From that page, click on the 

Forms/Publications tab and then click on the link “Current Railroad Accident/Incident 

Recordkeeping and Reporting Procedures.” Finally, click the link in Answer 5 that says “Click 

here for AIRG Request Form.” You can also access this information by clicking on the 

Forms/Publications tab and clicking the link for FRA Forms. From the FRA Forms page, choose 

Accident Incident Report Generator Request Form, then download and print. See Appendix K to 

this FRA Guide. 

Applicable Reporting/Recording Standards/Forms. When determining whether (and which 

form(s) to use) to report/record an accident/incident, a railroad must use the forms and standards 

that were in effect on the date that the accident/incident occurred. Therefore any reports, 

including late reports, or records created for an accident/incident that occurred prior to June 1, 

2011, are subject to the standards (and required to use the forms) that were in effect prior to the 

Miscellaneous Amendment to the FRA’s Accident/Incident Reporting Requirements; Final Rule, 

which became effective June 1, 2011. 75 FR 68862, November 9, 2010. When amending or 

correcting a report/record after June 1, 2011, for an accident/incident that occurred prior to 

June 1, 2011, a railroad should simply amend or correct the report/record that was originally 

created for the accident/incident. 

1.2.5 Recordkeeping 

Form FRA F 6180.98 or the Alternative Railroad-Designed Record of Each Accountable and 

Each Employee-Reportable Injury/Illness. Railroads must maintain a record (Form FRA 

F 6180.98 or the alternative railroad-designed record) of each accountable and each employeereportable injury/illness. See §§ 225.25(a) and (b). Each railroad shall enter each reportable and 

accountable injury/illness on the appropriate record as early as practicable, but no later than 7 

working days after receiving information or acquiring knowledge that an employee injury or 

illness has occurred. See § 225.25(f). 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

Note that for certain claimed occupational illness cases only, railroads may maintain an alternate 

record (Form FRA F 6180.107 or the alternative railroad-designed record). See §§ 225.25(i) and 

(j). 

Make Available to Employees Copies of Forms or Records of Employee Injury or Illness. 

Railroads must make available to an employee, upon request, a copy of the completed Railroad 

Employee Injury and/or Illness Record (Form FRA F 6180.98) or the alternative railroaddesigned record, as well as a copy of forms or reports required to be maintained or filed under 

Part 225 pertaining to the employee’s own work-related injury or illness. See § 225.25(c). 

Form FRA F 6180.97 or the Alternative Railroad-Designed Record of Each On-Track 

Accident/Incident. Railroads must maintain a record (Form FRA F 6180.97 or the alternative 

railroad designed record) of each accountable and each reportable on-track accident/incident. 

See §§ 225.25(d) and (e). The railroad shall enter each reportable and accountable rail 

equipment accident/incident on the appropriate record as early as practicable, but no later than 

7 working days after receiving information or acquiring knowledge that a rail equipment 

accident/incident has occurred. See § 225.25(f). 

1.2.6 Access to Records 

Access to Records and Reports. Railroads must provide to FRA access to records and reports 

upon request within specified time limits. See §§ 225.25(g) and 225.35. 

1.2.7 Posting of Injuries and Illnesses

Post Listing of All Injuries and Occupational Illnesses Reported to FRA. Railroads must post a 

listing of all injuries and occupational illnesses reported to FRA as having occurred to employees 

of an establishment, in a conspicuous location at that establishment, within 30 days after the 

expiration of the month during which the injuries and illnesses occurred. Each monthly posting 

shall remain continuously displayed for the next 12 consecutive months. If there are no 

reportable injuries or occupational illnesses associated with an establishment for that month, the 

posting must make reference to that fact. 

A railroad is permitted to not post information on an injury or illness only if the employee who 

incurred the injury or illness makes a request, in writing, to the railroad’s reporting officer that 

his or her particular injury or illness not be posted, or if an occupational injury or illness is a 

privacy concern case. See § 225.25(h)(15). See also § 225.5 for definition of “privacy concern 

case.” 

1.2.8 Record Retention 

Retain Accident/Incident Records and Duplicates of Reports for Specified Periods of Time. 

Railroads must retain accident/incident records and duplicates of reports for specified periods of 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

time. See §§ 225.27(a)–(c). Electronic recordkeeping systems must conform to FRA’s 

standards. See § 225.27(d). 

1.2.9 Internal Control Plan 

Adopt and Comply with an Internal Control Plan (ICP). Railroads must adopt and comply with 

an ICP. See § 225.33. FRA believes that an ICP, as prescribed by § 225.33, best provides the 

procedures necessary to ensure that complete, reliable, and accurate data is obtained, maintained, 

and disclosed by the railroads. See Appendix I to this Guide for model ICPs. FRA 

investigations have repeatedly found instances in which departments within an individual 

railroad failed to provide to the railroad reporting officer information critical to determining 

reportability, or information necessary for filing an accurate and complete report. 

The ICP is a performance standard that ensures the accuracy of a process and, in this case, the 

process is accident/incident reporting. The ICP dictates the necessity for communication within 

each railroad to ensure that proper reporting will be accomplished. The ICP may vary in size, 

from one that is a few pages for smaller railroads and shortlines to one of considerable size for 

the major carriers. 

The ICP challenges the railroads to develop a total quality management (TQM) system to ensure 

that there are no errors in reporting. “No errors” means that all reportable accidents and 

incidents are reported to FRA and that each report is accurately completed prior to submission to 

FRA; in other words, a “zero tolerance” policy with respect to inaccurate reporting. TQM 

focuses on continuous and incremental improvements of process performance. 

The ICP addresses intimidation and harassment of any person calculated to prevent or discourage 

such person from either receiving proper medical treatment for an injury/illness or from 

reporting an accident, incident, illness, or injury. FRA is aware that many railroad employees 

fail to disclose their injuries to the railroad or fail to accept reportable treatment from a physician 

because they wish to avoid potential harassment from management or possible discipline that is 

sometimes associated with the reporting of such injuries. FRA is also aware that in some 

instances, supervisory personnel and mid-level managers are urged to engage in practices that 

may undermine or circumvent the reporting of injuries and illnesses. Railroads must remain 

proactive in accurate reporting of all reportable accidents, injuries, and illnesses, and must not 

engage in practices that could manipulate reportability of these incidents. In some instances, 

railroads report an injury or illness to FRA only after FRA inspectors make management aware 

that a particular injury or illness was not reported. Many times, FRA inspectors conduct an 

investigation pursuant to a complaint from an employee alleging that his or her injury/illness was 

not properly reported or was not reported at all. Again, the railroad usually reports this 

injury/illness to FRA only after FRA informs management of the situation. Each railroad shall 

adopt and comply with a written ICP that shall be maintained at the office where the railroad’s 

reporting officer conducts his or her official business. Each railroad shall amend its ICP, as 

necessary, to reflect any significant changes to the railroad’s internal reporting procedures. The 

ICP shall be designed to maintain absolute accuracy and shall include, at a minimum, each of the 

11 components set forth in § 225.33(a)(1–11). 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

1.3 Miscellaneous Provisions and Information 

1.3.1 Assistance and Guidance 

In deciding on the reportability of an accident/incident, or otherwise fulfilling the reporting 

obligation, assistance may be obtained by contacting any of the regional offices or FRA 

Headquarters as listed in Appendix G. 

1.3.2 Copies of the Regulations 

Copies of Federal regulations may be obtained by contacting the Superintendent of Documents, 

Government Printing Office, Washington, DC 20402-9328 (telephone: 202-512-1803; 

http://www.gpo.gov). 

1.3.3 Reporting Decisions 

Ordinarily, the reporting officer will decide whether an accident/incident is reportable. This 

decision cannot be an arbitrary one, but must be based on a thorough review of all evidence, as 

opposed to speculation, related to the accident/incident in question and must be in accordance 

with the requirements of the accident reports statute (49 U.S.C. §§ 20901–20903), Part 225, and 

the guidelines provided in this Guide. If you are certain that a particular situation is outside the 

scope of the reporting requirements, then the basis on which this determination was made must 

be thoroughly documented before the case may be omitted from the monthly submission. 

Neither the fact that there were no witnesses to an accident/incident nor the refusal of the railroad 

to accept responsibility for an event is grounds for failing to report. A report must be made 

whenever there is credible information that a reportable situation may have occurred. Later, if it 

is determined that the event was not reportable, a request to delete it from FRA’s files is to be 

made. If there is any uncertainty as to whether to report an accident/incident, it is recommended 

that a report be made. Later, as additional information is developed, or following consultation 

with FRA Office of Safety Assurance and Compliance personnel, a request may be made to 

delete the incident from the file. See § 225.17. 

Note that FRA cannot delegate authority to decide matters of judgment when facts are in dispute. 

In such cases, FRA will make the final decision as to reportability. In arriving at this decision, 

FRA will review all investigatory material associated with the case, including, but not limited to, 

the following: the initial report filed by the affected person, witness statements, transcripts of 

hearings, medical records, time and attendance records, and the purpose of payouts made in 

connection with the accident/incident. Based upon its review, FRA will determine whether the 

injury or illness is accountable or reportable. 

1.3.4 Claimed But Not Admitted Submissions 

When facts affecting the reportability of a case are in dispute, a report may be filed with FRA as 

“Claimed But Not Admitted.” An accident/incident reported under this provision is given 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

special examination by FRA, but must still be recorded on the appropriate form and be included 

as part of the report package for that month. A copy of all evidence relating to the event and a 

letter summarizing the reasons why it should be excluded from the file must be provided. FRA 

will examine all documentation. If the facts are sufficient to support the railroad’s position, the 

case will not be charged against the railroad; otherwise, it will be added to the file. In either 

case, FRA will advise the railroad of the agency’s determination. It is suggested that prior to 

making such a filing that FRA be contacted by telephone (FRA telephone numbers are listed in 

Appendix G) to discuss the overall merits of the case. 

1.3.5 Penalties 

Any person (including a railroad and any manager, supervisor, official, or other employee or 

agent of a railroad) who violates any requirement of Part 225 or causes the violation of any such 

requirement is subject to a civil penalty. The person may also be subject to criminal penalties. 

FRA may issue these civil penalties pursuant to 49 U.S.C. §§ 21301, 21302, and 21304. Also 

see Appendix A to Part 209 of the CFR for other sanctions. Criminal penalties and/or 

imprisonment provided for in 49 U.S.C. § 21311 may also be imposed on any individual who 

knowingly and willfully makes a false entry in a record or report required by the accident 

reporting regulations or other regulations issued under 49 U.S.C. chapter 201; who destroys, 

mutilates, changes, or falsifies such a record or report; who does not enter required specified 

facts in a such record or report; who makes or preserves such a record or report in violation of 

such a regulation or order; or who files a false record or report with FRA. FRA wants to make 

clear to all railroads that the agency will be diligent in its efforts to ensure that all parties adhere 

to and comply with the intimidation and harassment policy in the ICP. It should be noted that 

FRA will be aggressive in pursuing enforcement sanctions against any person found to be in 

violation of the railroad’s harassment and intimidation policy. 

1.3.6 Public Examination and Use of Reports 

Accident reports may be inspected at FRA’s Office of Railroad Safety. FRA will provide copies 

of accident/incident reports under the Freedom of Information Act (FOIA) upon written request. 

Written requests for copies of accident/incident reports should be accompanied by the 

appropriate fee and addressed to: 

Freedom of Information Act Coordinator 

 Office of Chief Counsel 

 Federal Railroad Administration 

 U.S. Department of Transportation 

 RCC-10, Mail Stop 10 

 West Building 3rd Floor, Room W33-437 

 1200 New Jersey Avenue, SE. 

 Washington, DC 20590 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

Each request should be clearly marked “FOIA Request for Accident/Incident Report.” See 

§ 225.7. 

1.4 Questions and Answers 

Q1. We are required to post a listing of all reported injuries and occupational 

illnesses to employees at that establishment. Although this listing does not 

contain personal identifiers, e.g., names, Social Security numbers, it may be 

possible to ascertain the identity of the person, particularly in small 

establishments, based on the information listed. There may be conditions 

that are reportable about which the employee or the railroad is especially 

sensitive regarding the information being displayed in such a fashion. Are 

there any exceptions to this requirement? 

A1. Yes. The purpose of this listing is to raise the awareness of employees at the 

establishment of the hazards that exist in the workplace, and to include the 

employees in the reporting process. It was neither FRA’s intent nor its desire to 

have conditions that an employee would prefer to keep confidential displayed on 

this listing. Section 225.25(h)(15) permits a railroad not to post information on an 

occupational injury or illness case that is a “privacy concern case.” This includes 

cases in which the employee independently and voluntarily requests in writing to 

the railroad reporting officer that his or her injury or illness not be posted. (See 

§ 225.5 for full definition of privacy concern case.) 

Q2. In a single large facility, such as a major yard, must a railroad maintain the 

records and reports required by this regulation at each individual location 

where the employees of that facility report to work? 

A2. No. FRA has always exercised a certain amount of flexibility concerning the 

locations where these records must be kept. FRA does not require that separate 

records be maintained for the various distinct activities that take place in a large 

facility. Work locations that are near each other can be treated as a single 

establishment when they are part of a larger facility at that location. Permanent 

work sites that are physically distant from each other, e.g., in another city, are 

separate establishments and are covered by the term, “single physical location,” 

contained in this FRA Guide. See §§ 225.25(g), 225.27 and 225.35 for FRA’s 

requirements related to record maintenance and access. 

Q3. Are there any particular forms that must be used to record injuries, illnesses, 

accidents and/or incidents? 

A3. For recording an accountable or reportable injury or illness for a railroad 

employee, either the Railroad Employee Injury and/or Illness Record (Form FRA 

F 6180.98), or an alternative railroad record can be used. If the alternative record 
FRA Guide for Preparing Accident/Incident Reports 

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Accident/Incident Recordkeeping and Reporting Requirements 

is used, the regulation states that it “shall contain all of the information required 

on the Railroad Employee Injury and/or Illness Record.” See § 225.25(b). 

For initially recording an accountable or reportable rail equipment 

accident/incident, either the Initial Rail Equipment Accident/Incident Record 

(Form FRA F 6180.97) or an alternative railroad-designed record can be used. If 

the alternative record is used, the regulation states that it “shall contain all of the 

information required on the Initial Rail Equipment Accident/Incident Record.” 

See § 225.25(e). 

Q4. I currently maintain a database of all conditions reported by employees, 

passengers and others, regardless of severity or consequences. A lot of these 

injuries require no treatment, or only need first aid. I document every 

potential case, just in case it later becomes reportable. Does the requirement 

to record entries involving employees on the Form FRA F 6180.98 or an 

alternative railroad-designed form make it necessary for me to have two logs, 

one for “accountable” injuries to employees and a separate record for 

others? If possible, I would like to consolidate all of my records into a single 

file. 

A4. No, the alternative railroad-designed record may be used to record the additional 

information described. The regulation only requires that you maintain certain 

information about your employees which FRA inspectors may ask to see in order 

to verify compliance. For example, the regulation does not require that Form 

FRA F 6180.98 contain information about contractors or volunteers. You may 

include records for any class of person in your file, and you may also include 

additional information beyond what is required. To avoid any confusion about 

those entries that are required by the regulation and additional records you may 

choose to include in your file, there must be a means of identifying the two 

categories incorporated in your system design. These same general guidelines 

also apply for alternative railroad-designed Initial Rail Equipment 

Accident/Incident Record, Form FRA F 6180.97, described in Chapter 5. 

Q5. Does this mean we can maintain this information electronically? If so, what 

are the requirements for centralized processing of this data? 

A5. Yes. FRA addresses electronic record retention at § 225.27, where FRA sets forth 

minimum system requirements for the electronic retention of accident/incident 

records. Note the exception, however, with respect to FRA Form F 6180.55, 

“Railroad Injury and Illness Summary.” If a railroad submits FRA Form 

F 6180.55 to FRA electronically, the railroad must maintain a hard copy of the 

original signed form and the electronic notification of receipt of the form. See 

§ 225.27(c). 
FRA Guide for Preparing Accident/Incident Reports 

16

Definitions 

2. Definitions 

Section 225.5 contains definitions as used in Part 225. Section 225.19 sets forth which 

accidents/incidents are reportable. The definitions and guidance listed below are supplemental to 

the definitions found in Part 225, and are provided to assist railroads in the context of 

accident/incident reporting. 

Casualty. A reportable death, injury, or illness arising from the operation of a railroad. 

Casualties may be classified as either fatal or nonfatal. 

Classification of Persons. 

Worker on Duty–Railroad Employee (Class A). An individual who receives direct 

monetary compensation from the railroad. Whether the worker is under pay will generally, 

but not always, be the deciding factor for determining “on duty” status. An employee who is 

not under pay, but engaged in work-related activity is “on duty.” 

Note: An employee in deadhead transportation is considered an “employee on duty,” 

regardless of the mode of transportation. Deadhead transportation occurs when an employee 

is traveling at the direction or authorization of the carrier to or from an assignment, or the 

employee is involved with a means of conveyance furnished by the carrier or compensated 

for by the carrier. 

Exception: If an employee is housed by the carrier in a facility such as a motel, and part of 

the service provided by the motel is the transportation of the employee to and from the work 

site, any reportable injury to the employee during such transit is to be recorded as that of a 

Railroad Employee Not On Duty (Class B). Likewise, if the employee decides upon other 

means of transportation that is not authorized or provided, and for which he would not have 

been compensated by the railroad, the injury is not considered work-related. 

Railroad Employee Not On Duty (Class B). An individual who receives direct monetary 

compensation from the railroad and who is on railroad property for purposes connected with 

his or her employment or with other railroad permission but is not “on duty.” 

Worker on Duty–Contractor (Class F). An employee of a contracting agency for a 

railroad who does not receive direct monetary compensation from the railroad and who, 

while on railroad property, is engaged in either 1) the operation of on-track equipment, or 2) 

any other safety-sensitive function for the railroad as defined in § 209.303. 

Section 209.303 describes “safety-sensitive functions” as applying to the following 

individuals: 
FRA Guide for Preparing Accident/Incident Reports 

17

Definitions 

(a) Railroad employees who are assigned to perform service subject to the Hours of Service 

Act (45 U.S.C. 61-64b2

) during a duty tour, whether or not the person has performed or is 

currently performing such service, and any person who performs such service; 

 (b) Railroad employees or agents who: 

(1) Inspect, install, repair, or maintain track and roadbed; 

(2) Inspect, repair, or maintain, locomotives, passenger cars, and freight cars; 

(3) Conduct training and testing of employees when the training or testing is required by 

the FRA’s safety regulations; or 

(c) Railroad managers, supervisors, or agents when they: 

(1) Perform the safety-sensitive functions listed in paragraphs (a) and (b) of this section; 

(2) Supervise and otherwise direct the performance of the safety-sensitive functions listed 

in paragraph (a) and (b) of this section; or 

(3) Are in a position to direct the commission of violations of any of the requirements of 

parts 213 through 236 of this title. 

Note: There have been amendments and additions to the set of railroad safety regulations 

found in the CFR; thus, the term “safety-sensitive functions” in § 209.303(c)(3) is interpreted 

to include railroad managers, supervisors, etc., when they are in a position to direct the 

commission of violations of any of the requirements of Parts 213 through 240 of 49 CFR. 

Hours worked by persons in the Class F, G, H, and I categories are not reported on any FRA 

form. 

Contractor–Other (Class G). A contractor employee for a railroad who does not receive 

direct monetary compensation from the railroad and who is not engaged in either 1) the 

operation of on-track equipment, or 2) any other safety-sensitive function for the railroad. 

Hours worked by this person are not reported on any FRA form. 

Worker on Duty–Volunteer (Class H). A volunteer who does not receive direct monetary 

compensation from the railroad and who is engaged in either 1) the operation of on-track 

equipment, or 2) any other safety-sensitive function for the railroad as defined in § 209.303. 

(See this list under “Worker on Duty–Contractor.”) 

 

2

 In 1994, the Hours of Service Act was repealed by Congress as part of a broad recodification of the Federal 

transportation laws. See Act of July 5, 1994, Pub. L. No. 103-272, 108 Stat. 745. The Act, which had been in Title 

45, was repealed and recodified primarily as Chapter 211 of 49 U.S.C. Congress made clear that the recodification 

was not intended to make substantive changes in the affected laws, even though it altered their arrangement and 

language in certain respects. See Pub. L. No. 103-272, § 6(a), 108 Stat. 1378; H.R. Rep. No. 180, 103d Cong., 1st 

Sess. 1-5 (1993), reprinted in 1994 U.S. CODE CONG. & ADMIN. NEWS 818-822. 
FRA Guide for Preparing Accident/Incident Reports 

18

Definitions 

Hours worked by a “Worker on Duty–Volunteer” (Class H) are not reported on any FRA 

form. 

 

Volunteer–Other (Class I). A volunteer who does not receive direct monetary 

compensation from the railroad and who is not engaged in either 1) the operation of on-track 

equipment, or 2) any other safety-sensitive function for the railroad as defined in 

§ 209.303. Hours worked by this person also not reported on any FRA form. 

Passengers On Trains (Class C). Persons who are on, boarding, or alighting railroad cars 

for the purpose of travel. 

Nontrespassers–On Railroad Property (Class D). Persons lawfully on that part of railroad 

property that is used in railroad operation (other than those herein defined as employees, 

passengers, trespassers, volunteers, or contractor employees), and persons adjacent to 

railroad premises when they are injured as the result of the operation of a railroad. This class 

also includes other persons on vessels or buses, whose use arises from the operation of a 

railroad. 

Nontrespassers–Off Railroad Property (Class J). An injury “off railroad property” 

includes an injury resulting from an event, such as a derailment or collision, that begins on 

railroad property but ends on public or private non-railroad property, so long as the injury is 

incurred while the person is physically located off railroad property. Similarly, if a 

derailment results in a release of hazardous materials onto public or private non-railroad 

property and the hazardous material injures a “Nontrespasser” located on public or private 

non-railroad property, the injury is reported as an injury to “Nontrespassers–Off Railroad 

Property” (Class J). Conversely, injuries to nontrespassers occurring while on public or 

private railroad property are reported as injuries to “Nontrespassers–On Railroad Property” 

(Class D). 

Trespassers (Class E). Persons who are on the part of railroad property used in railroad 

operation and whose presence is prohibited, forbidden, or unlawful. Employees who are 

trespassing on railroad property are to be reported as “Trespassers” (Class E). 

Note: A person on a highway-rail grade crossing should not be classified as a Trespasser 

(Class E) unless: 1) the crossing is protected by gates or other similar barriers, which were 

closed when the person went on the crossing, or 2) the person attempted to pass over, under, 

or between cars or locomotives of a consist occupying the crossing. A person or vehicle that 

enters the crossing without a physical barrier (e.g., gates in a lowered position) is not 

classified as a trespasser, even when the highway-rail grade crossing lights are activated or 

other warning systems are functioning. The person would be classified as a nontrespasser. 
FRA Guide for Preparing Accident/Incident Reports 

19

Definitions 

Closed Crossing. A closed crossing is a location where a crossing has been physically 

removed, or where rail operations, pathway traffic, or highway traffic is not possible. This 

does not include crossings that are temporarily closed for repairs to the track structure, 

crossing surface, or roadway approaches. Examples are locations where the crossing has 

been permanently barricaded and crossing surface material removed; where the railroad 

tracks have been cut or barricaded or physically removed; where a connecting turnout has 

been removed; or where rail operations are not possible because the railroad tracks are paved 

over, etc. Crossings along such inactive railroad lines are closed. 

Temporary Barricaded Crossing. A highway-rail grade crossing that is temporarily 

closed to highway users by using temporary methods to block highway traffic, such as 

barrels. A temporary barricaded crossing does not constitute a “closed” crossing. 

Consist Responsibility. The railroad employing the crewmembers operating the consist at 

the time of the accident normally determines the consist owner for reporting purposes. An 

exception to this rule is when a railroad is under contract to operate another railroad on an 

ongoing basis. This situation often exists in connection with commuter operations where the 

entity is known to the general public as the commuter authority, not the railroad under 

contract (see Chapter 12 for additional guidance). 

Collision. A collision is defined as an impact between on-track equipment consists while 

both are on rails and where one of the consists is operating under train movement rules or is 

subject to the protection afforded to trains. This definition includes instances where a portion 

of a consist occupying a siding is fouling the mainline and is struck by an approaching train. 

It does not include impacts occurring while switching within yards, as in making up or 

breaking up trains, shifting or setting out cars, etc. Impacts of this type are to be classified as 

“Other Impacts” accidents (Code “12” in Item 7 on Form F 6180.54), when all consists 

involved are part of the switching movement. 

The timetable, or schedule direction, should govern the classification of collisions when 

either one of the trains or the locomotives is at rest, or when its incidental movement 

temporarily differs from the schedule direction. 

Head-On Collision. A collision in which the trains or locomotives, or electric multipleunit (EMU) or diesel multiple-unit (DMU) trains, involved are traveling in opposite 

directions on the same track, provided that both consists have a locomotive (or EMU or 

DMU trains). 

Rear-End Collision. A collision in which the trains or locomotives (or EMU or DMU 

trains) involved are traveling in the same direction on the same track, provided that both 

consists have a locomotive (or EMU or DMU trains). 
FRA Guide for Preparing Accident/Incident Reports 

20

Definitions 

Side Collision. A collision at a turnout where one consist strikes the side of another 

consist. 

Raking Collision. A collision between parts or lading of a consist on an adjacent track, 

or with a structure such as a bridge. 

Broken Train Collision. A collision in which a moving train breaks into parts and an 

impact occurs between these parts, or when a portion of the broken train collides with 

another consist. 

Note: The several parts of a broken train are not to be treated as separate consists for 

reporting purposes. Information concerning such trains are to be reported on a 

single form. 

Railroad Crossing Collision. A collision between on-track railroad equipment at a point 

where tracks intersect. 

Costs and Reportable Damage. 

Reporting Threshold. The amount of total reportable damage resulting from a train 

accident which, if exceeded, requires the preparation and forwarding of Form FRA 

F 6180.54 by the railroads involved. For accidents that occurred in calendar years 

2002–2005, the reporting threshold was $6,700. For accidents that occurred in calendar 

year 2006, the reporting threshold is $7,700; for accidents that occur in calendar year 

2007, the reporting threshold is $8,200; for accidents that occur in calendar year 2008, 

the reporting threshold is $8,900; and, for accidents that occur in calendar year 2010, the 

reporting threshold is $9,200. Pursuant to § 225.19(e), the reporting threshold will be 

revised annually according to the formula set forth in Appendix B to Part 225. Please 

refer to http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for Changes 

in Accident/Incident Recordkeeping and Reporting” for updated information. 

Reportable Damage. Reportable damage includes labor costs and all other costs to 

repair or replace in-kind, damaged on-track equipment, signals, track, track structures, or 

roadbed. Reportable damage does not include the cost of clearing a wreck; however, 

additional damage to the above-listed items caused while clearing the wreck is to be 

included in the damage estimate. 

Examples of other costs included in reportable damage are: 1) rental and/or operation of 

machinery such as cranes, bulldozers, including the services of contractors, to replace or 

repair the track right-of-way and associated structures; and 2) costs associated with the 
FRA Guide for Preparing Accident/Incident Reports 

21

Definitions 

repair or replacement of roller bearings on units that were derailed or submerged in 

water. (Replacement costs include the labor costs resulting from a wheelset change out.) 

Equipment Damage. All costs, including labor and material, associated with the repair 

or replacement in-kind of on-track rail equipment. Trailers/containers on flatcars are 

considered to be lading and damage to these is not to be included in on-track equipment 

damage. Damage to a flatcar carrying a trailer/container is to be included in reportable 

damage. 

When on-track equipment is damaged beyond repair, the total reproduction cost of the 

equipment, including betterments and additions, is to be calculated in accordance with 

Rule 107 of the current edition of the field manual of the Association of American 

Railroads (AAR) Interchange Rules. The total reproduction cost may be depreciated to 

reflect the amount of usage to which the equipment has been subjected. Depreciation 

percentages will be determined at 3 percent annually for a maximum of 30 years; 

equipment over 30 years old will be valued at 10 percent of the total reproduction cost. 

Replacement-in-kind costs for equipment damaged beyond repair is the result of these 

calculations. 

Track Damage. All costs, including labor and material, associated with the repair or 

replacement in-kind of signals, track, track structures (including bridges or tunnels), 

damaged equipment detectors (e.g., hot box detector), switches, or other electronic 

equipment; or roadbeds that were damaged in a collision, derailment, or other reportable 

event. 

When track, signals, structures, etc., are damaged beyond repair, the current cost of new 

materials is to be used. However, replacement of secondhand rail with secondhand rail 

may be charged at the current cost of such rail. 

When estimating damage costs, the labor costs to be reported are only the direct labor 

costs to the railroad, e.g., hourly wages, transportation costs, and hotel expenses. The 

cost of fringe benefits is excluded when calculating direct labor costs. Overhead is also 

excluded when calculating damage costs due to the unacceptable non-uniform treatment 

of overhead under the current process. 

For services performed by a contractor, a direct hourly labor cost is calculated by 

multiplying the contractor’s total labor hours charged to the railroad by the applicable 

direct hourly wage rate for a railroad worker in that particular craft. However, if a 

railroad cannot match the equivalent craft to the labor hours spent by a contractor, then 

the railroad must use the loaded rate, i.e., the cost by hour for labor, fringe benefits, and 
FRA Guide for Preparing Accident/Incident Reports 

22

Definitions 

other costs and fees for services charged by the contractor for the tasks associated with 

the repair of the track, equipment, and structures due to a train accident. 

Derailment. A derailment occurs when on-track equipment leaves the rail for a reason other 

than a collision, explosion, highway-rail grade crossing impact, etc. 

Direct Train Control. This is an FRA umbrella term and refers to modern-day derivatives of 

traditional timetable/train order methodology. These methods of control have greatly 

modernized and simplified train operations by eliminating timetable schedules, train registers, 

superiority, and the attendant array of complicated operating rules. These systems are predicated 

on the train dispatcher having direct and continuous radio contact with all trains; hence the 

informal name “radio train dispatching.” In place of the train order, there is a written document 

known variously as a track warrant, Direct Traffic Control (DTC) clearance, Occupancy Control 

System (OCS) clearance, track permit, Form D, etc. There are two basic DTC systems presently 

in use on today’s railroads: one that uses fixed blocks (i.e., the limits are constant and are 

identified both in the timetable and by wayside signs); and one that uses variable blocks (i.e., the 

limits are not constant and are created by the train dispatcher for each train). 

These systems are variously identified in the industry as: 

 

 1. Track Warrant Control (TWC) 

 2. Direct Traffic Control (called Direct Train Control on some roads) (DTC) 

 3. Form D Control System (DCS) 

 4. Occupancy Control System (OCS) 

 5. Manual Block System (MBS) 

 ________________ 

 (Note: these could all be considered standalone methods of operation and may be 

 shown as such.) 

Drug/Alcohol Test. A drug/alcohol test produces a physical or chemical reaction by which a 

substance may be detected or its properties ascertained, and includes both Federal and employerauthorized tests to determine alcohol or drug usage. A test performed under FRA requirements 

is considered positive when the test result has been verified as positive by a medical review 

officer and reported to the employer. A test performed under other authorization is considered 

positive when the employer will defend the results if legally challenged. (Refer to 49 CFR 

Part 219, Control of Alcohol and Drug Use, for additional information.) 

First-Aid Treatment. Treatment that is limited to simple procedures used to treat minor 

conditions, such as abrasions, cuts, bruises, and splinters. First-aid treatment is typically 

confined to a single treatment and does not require special skills or procedures. First aid 

treatment is specifically addressed in Chapter 6 of this Guide. 
FRA Guide for Preparing Accident/Incident Reports 

23

Definitions 

Hazardous Material. A substance or material, including a hazardous substance, which has been 

determined by the Secretary of Transportation to be capable of posing an unreasonable risk to 

health, safety, and property when transported in commerce, and which has been so designated. 

See § 171.8. 

Hazardous Material Residue. The hazardous material remaining in a packaging, including a 

tank car, after its contents have been unloaded to the maximum extent practicable and before the 

packaging is either refilled or cleaned of hazardous material and purged to remove any hazardous 

vapors. 

Additional guidance concerning Federal requirements as to the identification and shipment of 

hazardous material can be found in 49 CFR Parts 100 to 180. 

Miles Traveled. 

Passenger-mile. The movement of a passenger for a distance of 1 mile. 

Train-mile. The movement of a train for a distance of 1 mile. Mileage is not to be increased 

because of the presence of multiple locomotives in the train. (See definition of “train.”) 

Yard Switching Train-Mile. May be computed at the rate of 6 mph for the time actually 

engaged in yard switching service (or any other method that will yield a more accurate count) 

if actual mileage is not known. 

Operation of a Railroad. Inclusive term used to describe all activities of a railroad related to 

the performance of its rail transportation business. 

Other Accidents. 

Highway-Rail Grade Crossing Accident/Incident. Any impact between on-track railroad 

equipment and a highway user at a highway-rail grade crossing. Highway-rail grade crossing 

means: (1) a location where a public highway, road, or street, or a private roadway, including 

associated sidewalks, crosses one or more railroad tracks at grade; or (2) a location where a 

pathway explicitly authorized by a public authority or a railroad carrier that is dedicated for 

the use of non-vehicular traffic, including pedestrians, bicyclists, and others, that is not 

associated with a public highway, road, or street, or a private roadway, crosses one or more 

railroad tracks at grade. The term “sidewalk” means that portion of a street between the curb 

line, or the lateral line of a roadway, and the adjacent property line or, on easements of 

private property, that portion of a street that is paved or improved and intended for use by 

pedestrians. (See figure one below) The term “highway user” includes automobiles, buses, 
FRA Guide for Preparing Accident/Incident Reports 

24

Definitions 

trucks, motorcycles, bicycles, farm vehicles, pedestrians, and all other modes of surface 

transportation motorized and un-motorized. All crossing locations within industry and rail 

yards, ports, and dock areas are considered highway-rail grade crossings within the meaning 

of the term. 

The below illustration is intended to provide additional clarification regarding sidewalks 

associated with highway-rail grade crossings. 

Figure 1: Illustration of sidewalks associated with highway-rail grade crossings. 

Obstruction Accident. An accident/incident in which a consist strikes: 1) a bumping post 

or a foreign object on the track right-of-way; 2) a highway vehicle at a location other than a 

highway-rail grade crossing site; 3) derailed equipment; or 4) a track motorcar or similar 

work equipment not equipped with AAR couplers and not operating under train rules. 

Explosion-Detonation. An accident/incident caused by the detonation of material carried or 

transported by rail. A detonation occurs when a shock wave exceeds the speed of sound. 

Explosions-detonations resulting from mishaps during loading or unloading operations, and 

those caused by fire aboard on-track equipment, are included in this definition. 

Fire or Violent Rupture. An accident/incident caused by combustion or violent release of 

material carried by or transported by rail. Examples of this type include fuel and electrical 

equipment fires, crankcase explosions, and violent releases of liquefied petroleum gas or 

anhydrous ammonia. 

 
FRA Guide for Preparing Accident/Incident Reports 

25

Definitions 

Other Impacts. An accident/incident, not classified as a collision, that involves contact 

between on-track equipment. Generally, these involve single cars or cuts of cars that are 

damaged during switching, train makeup, setting out, etc., operations. If both consists 

contain a locomotive, an EMU locomotive, or a DMU locomotive, the event should be 

classified as a collision between trains. 

Other Accidents/Incidents. Events not classified as one of the preceding types. 

On-Track Rail Equipment. 

Equipment Consist. An equipment consist is a train, locomotive(s), cut of cars, or a single 

car not coupled to another car or locomotive. 

Car. A car is: 

(1) Any unit of on-track equipment designed to be hauled by 

locomotives, or 

(2) Any unit of on-track work equipment such as a track motorcar, highway-rail vehicle, 

push car, crane, or ballast tamping machine. 

Locomotive. A locomotive is a piece of on-track equipment other than hi-rail, specialized 

maintenance, or other similar equipment: 

(1) With one or more propelling motors designed for moving other equipment; 

(2) With one or more propelling motors designed to carry freight or passenger traffic or 

both; or 

(3) Without propelling motors but with one or more control stands. 

Control Cab Locomotive. A locomotive without propelling motors but with one or more 

control stands. Note: A control [cab] car locomotive is to be counted as a car and not as a 

locomotive unit in the Rail Equipment Accident/Incident Report. 

DMU Locomotive. A diesel-powered multiple-unit operated locomotive with one or more 

propelling motors designed to carry passenger traffic. Note: A DMU locomotive is to be 

counted as a car and not as a locomotive unit in the Rail Equipment Accident/Incident 

Report. 

 

EMU Locomotive. An electric multiple-unit operated locomotive: 
FRA Guide for Preparing Accident/Incident Reports 

26

Definitions 

(1) With one or more propelling motors designed to carry freight or passenger traffic or 

both; or 

(2) Without propelling motors but with one or more control stands. 

Note: An EMU locomotive is to be counted as a car and not as a locomotive unit in the Rail 

Equipment Accident/Incident Report. 

See special instructions in Chapter 7 when reporting DMUs, EMUs, or cab car locomotives. 

Motorcar. A self-propelled unit of equipment designed to carry freight or passenger traffic. 

(Does not include track motor cars or similar work equipment.) 

Train. For purposes of accident/incident reporting, a train is a locomotive or locomotives 

coupled with or without cars, and with or without markers displayed. This definition 

includes trains consisting entirely of self-propelled units designed to carry passengers, freight 

traffic, or both. 

Yard Switching Trains. Trains operated primarily within yards for the purpose of switching 

other equipment. Examples include the making up or breaking up of trains, service industrial 

tracks within yard limits, storing or classifying cars, and other similar operations. 

Note: Switching performed by a road crew that is incidental to the road operation is not 

included. 

Work train. Work trains are non-revenue trains used for the administration and upkeep 

service of the railroad. Examples are: official trains, inspection trains, special trains running 

with a company fire apparatus to save the railroad’s property from destruction, trains that 

transport the railroad’s employees to and from work when no transportation charge is made, 

construction and upkeep trains run in connection with maintenance and improvement work, 

and material and supply trains run in connection with operations. 

Passenger Station Platform Gap. The horizontal space between the edge of the passenger 

boarding platform and the edge of the rail car door threshold plate, and the vertical difference 

from the top of the passenger boarding platform and the top of the rail car threshold. 

Passenger Station Platform Gap Incident. A reportable injury involving a person who, while 

involved in the process of boarding or alighting a passenger train at a rail car door threshold plate 

at a high-level passenger boarding platform (i.e., a platform that is 48" or more above the top of 

the rail), has one or more body parts enter the area between the carbody and the edge of the 

platform or traveling between passenger cars. The following are examples of a Passenger 

Station Platform Gap Incident: 
FRA Guide for Preparing Accident/Incident Reports 

27

Definitions 

• While boarding or alighting a passenger train at a high-level passenger boarding platform 

a person misjudges the passenger station platform gap, resulting in the person’s leg 

entering the passenger station platform gap. 

• While boarding or alighting a passenger train at a high-level passenger boarding 

platform, a person is struck by a closing door, resulting in the person’s leg entering the 

passenger station platform gap. 

The following are not examples of a passenger station platform gap incident: 

• While boarding or alighting a passenger train at a high-level passenger boarding 

platform, a person misjudges the gap and falls into the vestibule or platform, without a 

body part entering the gap. 

• While walking on a passenger station at a high-level passenger boarding platform, a 

person slips on the platform, at a location other than the rail car door threshold, resulting 

in the person’s leg entering the gap. 

Passenger station platform gap injuries usually occur when the high-level platform station is 

concave, convex, or there is misalignment between the platform and passenger car, or when a 

person is traveling between cars and has one or more body parts enter the area between the cars. 

Person. Includes all categories of entities covered under 1 U.S.C. § 1, including, but not limited 

to a railroad; any manager, supervisor, official, or other employee or agent of a railroad; any 

owner, manufacturer, lessor, or lessee of railroad equipment, track, or facilities; any passenger; 

any trespasser or nontrespasser; any independent contractor providing goods or services to a 

railroad; any volunteer providing goods or services to a railroad; and any employee of such 

owner, manufacturer, lessor, lessee, or independent contractor. 

Prescription Medication. Substances whose availability and distribution are controlled by 

registered medical professionals such as doctors, pharmacists, or nurses, and that are 

manufactured and packaged with the legend: “Caution–Federal Law Prohibits Dispensing 

Without Prescription,” or a similar warning. 

Physician or Other Licensed Health Care Professional (PLHCP). A healthcare professional 

operating within the scope of his or her license, registration, or certification. In addition to 

licensed physicians, the term “Other Licensed Health Care Professional” includes members of 

other occupations associated with patient care and treatment, such as chiropractors, podiatrists, 

physician’s assistants, psychologists, and dentists. 
FRA Guide for Preparing Accident/Incident Reports 

28

Definitions 

Remote Controlled Locomotive (RCL). This term refers to on-track rail equipment that is 

controlled by an employee or contractor using a remote transmitter/receiver designed to control 

the locomotive, maintenance machine, or other type of self-propelled on-track rail equipment. 

Special coding instructions are to be used when casualties to persons, rail equipment 

accidents/incidents, and highway-rail grade crossing accidents/incidents occur when an RCL is 

in use. 

Tracks and Types of Tracks. 

Main Track. A track, other than an auxiliary track, extending through yards or between 

stations, upon which trains are operated by timetable or train order or both, or the use of 

which is governed by a signal system. 

Industry Track. A switching track, or series of tracks, serving the needs of a commercial 

industry other than a railroad. 

Siding. A track auxiliary to the main track used for meeting or passing trains. 

Yard Track. A system of tracks within defined limits used for the making up or breaking up 

of trains, for the storage of cars, and for other purposes over which movements not 

authorized by timetable or by train order may be made, subject to prescribed signals, rules or 

other special instructions. Sidings and industry tracks are not included, nor is main line 

within yard limits. 

Vehicle. Includes automobiles, buses, trucks, motorcycles, bicycles, farm vehicles, and all other 

modes of surface transportation, motorized and unmotorized. 
FRA Guide for Preparing Accident/Incident Reports 

29

F 6180.55 

3. Form FRA F 6180.55 - Railroad Injury and Illness Summary 

3.1 Requirement 

 

Form FRA F 6180.55, titled “Railroad Injury and Illness Summary,” is used to summarize a 

railroad’s accident/incident data for a given month. A report must be filed each month, even 

when no accidents/incidents occurred during the reporting month. See § 225.21(b). 

3.2 General Instructions and Interpretations 

If there were no accidents/incidents for the month being reported, this fact must be noted on the 

form. 

If actual operational data (mileage, hours worked, etc.) are not available when the report is due, 

then an estimate must be provided. An amended report must be sent when actual figures are 

known. See § 225.13. 

If there are substantial fluctuations in month-to-month operational data, the reason for such 

variations (seasonal operation, strikes, consolidation, line abandonment, etc.) are to be explained. 

A late or amended report is not to be included in the counts for the current month. If such a 

report is forwarded with the regular submission, it must have a separate cover letter indicating 

that it is an amended report, or, for late submissions, explaining why the report is being filed late. 

See § 225.13. Entries changed on amended reports should be circled in red. 

If an Item, such as “Passenger-Miles Operated,” does not apply to your railroad, enter “N/A.” 

Fractions and decimals are to be rounded to the nearest whole number. 

3.3 Instructions for Completing Form FRA F 6180.55 

Item Instruction

1. Name of Reporting Railroad 

Enter the full name of the reporting railroad. 

2. Alphabetic Code 

Enter the reporting railroad’s code, found in Appendix A. 

3. Report Month & Year 

Enter the month and year covered by the report. 
FRA Guide for Preparing Accident/Incident Reports 

30

F 6180.55 

4. State Alphabetic Code 

Enter the code for the State in which the report was signed, found in Appendix B. 

5. County 

Enter the name of the county or parish in which the report was signed. 

6. Name of Reporting Officer 

Enter the reporting officer’s name. 

7. Official Title 

Enter the reporting officer’s official title. 

8. Address 

Enter the reporting officer’s mailing address. 

9. Telephone 

Enter the reporting officer’s telephone number. 

10. Date and sign as directed (notarization no longer required). 

Operational Data and Accident/Incident Counts for Report Month. In Items 11–14, do not 

duplicate mileage in more than one block. For example, do not include yard switching train 

miles in the total for either freight or passenger train-miles. For Items 11–17, report only the 

miles and hours associated with your operations. 

****************************************************************************** 

Example for calculating Items 12 (Passenger Train Miles), 16 (Passenger Miles Operated), and 

17 (Number of Passengers Transported): 

Enter miles and passengers into a spreadsheet, listed by date of each trip, and then enter totals 

into correct items in the FRA Form F 6180.55. Note: Be sure to first multiply each separate 

trip’s “Passengers Transported” by each separate trip’s “Passenger Train-Miles” to get each 

separate trip’s “Passenger-Miles Operated,” and then sum each of these results to get the total. 

For the case of having multiple trips, DO NOT multiply “Total” “Passengers Transported” by 

“Total” “Passenger Train-Miles” to find total “Passenger-Miles Operated.” 
FRA Guide for Preparing Accident/Incident Reports 

31

F 6180.55 

See example below: 

 Item 17: Item 12: Item 16: 

Date Pass. Transp. x Pass. Train Miles = Pass. Miles Oper.

07/01/2006 85 x 12 = 1,020 

07/15/2006 121 x 8 = 968 

07/21/2006 217 x 8 = 1,736 

07/23/2006 177 x 8 = 1,416

Total 600 36 5,140 

In this example, 600 would be entered into Item 17, 36 into Item 12, and 5140 into Item 16. 

****************************************************************************** 

11. Freight Train-Miles 

Enter the number of train-miles, in freight service, run during the month. 

Note: Be careful not to report freight train-miles that are being reported by 

another railroad. This may occur if one railroad’s equipment is being operated 

over the track by a different railroad’s crew. In this case, the railroad of the crew 

operating the equipment will enter the freight train-miles on their FRA Form 

12. Passenger Train-Miles 

Enter the number of train-miles, in passenger service, run during the month. 

13. Yard Switching Train-Miles 

Enter the number of yard switching miles run during the month. 

14. Other Train-Miles 

Enter any other train-miles run that are not included in freight, passenger, or yard 

switching train-miles. 

15. Railroad Worker [Employee] Hours 

Enter the number of hours worked by all railroad employees during the month. 

Include all employees in the occupation categories shown in Appendix D. Do not 

include time paid, but not actually worked, such as holidays or vacations. Only 

those hours worked by employees defined as “Class A” are to be counted. Hours 

worked by volunteers, contractors, etc., are excluded. 
FRA Guide for Preparing Accident/Incident Reports 

32

F 6180.55 

16. Passenger-Miles Operated 

If your railroad operates a rail passenger service, enter the number of passengermiles run during the month. If passenger-miles are shown, the number of 

passengers transported must be entered in Item 17. 

Please take special care when recording information on passenger service. Our 

data verification procedures examine the relationship among the number of 

passenger train-miles reported in Item 12, the number of passenger miles reported 

in Item 16, and the number of passengers transported as reported in Item 17. If 

any of these items contains an entry greater than 0, then it is generally assumed 

that all three items must have a count. A simple example of a single train 

movement can demonstrate this: A passenger train containing 250 passengers 

traveled from point A to point B for a distance of 100 miles. This would be 

recorded as 100 passenger train-miles; 25,000 passenger miles (250 passengers x 

100 miles); and 250 passengers transported. 

17. Number of Passengers Transported 

Enter the number of passengers transported by rail for the month being reported. 

18. Reported Casualties 

Reportable casualties to all types of persons are to be reported on this form and 

are to be categorized according to the type of person. All fatalities, including 

those due to illness, are to be recorded in the appropriate blocks under the “Fatal” 

column. All remaining cases, including nonfatal occupational illnesses, are to be 

shown under the “Nonfatal” column. If no reportable casualties occurred during 

the report month, enter the word “None” for the “Grand Total.” All casualties 

shown must also be reported individually on Form FRA F 6180.55a. 

Each person is to be classified as one of the following: 

a. Worker on Duty–Railroad Employee (Class A), 

b. Railroad Employee Not On Duty (Class B), 

c. Passengers on Trains (Class C), 

d. Nontrespassers–On Railroad Property (Class D), 

e. Trespassers (Class E), 

f. Worker on Duty–Contractor (Class F), 

g. Contractor–Other (Class G), 

h. Worker on Duty–Volunteer (Class H), 
FRA Guide for Preparing Accident/Incident Reports 

33

F 6180.55 

i. Volunteer–Other (Class I), and 

j. Nontrespassers–Off Railroad Property (Class J). 

Casualties, due to suicides and attempted suicides, that meet the general reporting criteria 

shall also be included in the casualty count. There is no special category for reporting suicide or 

attempted suicide counts. A casualty due to a suicide or attempted suicide is an incident that 

happens to a person. The injury to an employee on duty that attempts suicide should be counted 

as a Worker on Duty–Railroad Employee (Class A). The fatality to a trespasser that commits 

suicide should be counted as a Trespasser (Class E). 

19. Number of FRA Forms Attached 

List the number of FRA report forms completed during the month: 

F 6180.54 Enter the number of forms used to report collisions, derailments, 

and similar events when a rail equipment accident/incident is being 

reported. 

F 6180.55a Enter the number of forms used to record reportable casualties. If, 

during the report month, a person is injured and dies on the 

following day, or on any day prior to the end of the month, this 

should be reported as a fatality on Form FRA F 6180.55a. 

F 6180.56 Enter the number of forms used to report employee hours and 

casualties. This is usually “0”for each month, except for 

December, where “1” is normally entered. 

F 6180.57 Enter the number of forms used to report impacts between railroad 

and highway users at crossings. 

F 6180.81 Enter the number of Employee Human Factor Attachments which 

are attached. 

20. Remarks Section 

Enter any remarks, including explanations for unusual fluctuations in train-miles 

operated; employee hours; passenger counts, etc.; or operational characteristics 

that result in contradictory or confusing counts (for example, train-miles are 

reported, but there are no railroad worker [employee] hours). 
FRA Guide for Preparing Accident/Incident Reports 

34

F 6180.55 

3.4 Common Reporting Errors 

Missing Data. If the information required for an item is not available at the time a report is to be 

filed, an estimate should be used. Later, if it is determined that the actual value was substantially 

different from the estimated value, an amended report must be forwarded. 

Math Errors. The total number and distribution of casualties reported must agree with the sum 

of the individual casualties on Form FRA F 6180.55a. 

Contradictory Information. If employee casualties are reported, the number of railroad worker 

hours cannot be “0.” 

If Rail Equipment Accident/Incident Reports (Form FRA F 6180.54) or Highway-Rail 

Grade Crossing Accident/Incident Reports (Form FRA F 6180.57) were prepared for 

accidents/incidents involving moving trains, the total number of miles run during the month 

cannot be “0.” 

If the entry in “Passenger-Miles Operated” is greater than “0,” the entry in “Number of 

Passengers Transported” cannot be “0,” and vice versa. 

If passenger casualties are reported, the entry in “Number of Passengers Transported” cannot be 

“0.” 

3.5 Submission and Retention 

Railroads must submit a hardcopy of the Railroad Injury and Illness Summary (Form FRA 

F 6180.55), signed under penalty of perjury by the railroad’s reporting officer. In lieu of 

the hardcopy, a railroad may submit to FRA, via email at aireports@frasafety.net, an 

electronic image of the completed and signed hardcopy form, in .pdf or .jpg formats only. See 

§ 225.37(b)(3). If a railroad submits the form(s) to FRA electronically, via the Internet, the 

railroad must retain the original signed hardcopy submission for at least 5 years after the 

calendar year to which it pertains. See § 225.27. If the submission is made using the Internet, 

the railroad must also retain a hardcopy of FRA’s acknowledgement of receipt for a period of 

5 years. 
FRA Guide for Preparing Accident/Incident Reports 

35 

F 6180.98 

4. Form FRA F 6180.98 - Railroad Employee Injury and/or Illness Record 

4.1 Requirement 

Each railroad shall maintain either the Railroad Employee Injury and/or Illness Record (Form 

FRA F 6180.98) or an alternative railroad-designed record of all reportable and all accountable 

injuries and illnesses of its employees. Include reportable and accountable injuries and illnesses 

of railroad employees (that is, Worker on Duty–Railroad Employee (Class A) or Railroad 

Employee Not On Duty (Class B)). See §§ 225.25(a)–(b). Do not include injuries or illnesses of 

volunteers or contractors. See also § 225.3 regarding certain railroads exempted from the duty to 

record “accountables.” 

Accountable injury or illness means any abnormal condition or disorder of a railroad employee 

regardless of whether it meets the general reporting criteria listed in § 225.119(d)(1) through 

(d)(6), when such injury or illness causes or requires the railroad employee to be examined or 

treated by a qualified healthcare professional, and the railroad employee claims that, or the 

railroad otherwise has knowledge that, the abnormal condition or disorder is work-related. 

The alternative railroad-designed record may be used in lieu of the Railroad Employee Injury 

and/or Illness Record (Form FRA F 6180.98). Any such alternative record shall contain all of 

the information required on the Railroad Employee Injury and/or Illness Record. Although this 

information may be displayed in a different order from that on the Railroad Employee Injury 

and/or Illness Record, the order of the information shall be consistent from one such record to 

another such record. The order chosen by the railroad shall be consistent for each of the 

railroad’s reporting establishments. Railroads may list additional information on the alternative 

record, beyond the information required on the Railroad Employee Injury and/or Illness Record. 

Furthermore, railroads may use their alternative record to collect information on conditions that 

do not meet the “accountable” or “reportable” definitions, or to make entries for individuals 

other than employees of the railroad. (See question Q4 and corresponding answer in Chapter 1 

for additional guidance.) 

It would be difficult, if not impossible, for a railroad to monitor self-treatment of minor injuries. 

Thus, the type of injuries that are generally expected to be recorded on the Railroad Employee 

Injury and/or Illness Record (Form FRA F 6180.98) are those that create a “documentation trail.” 

This documentation could include records such as incident reports, healthcare provider records, 

or any other records that may identify the fact that an employee has sustained physical harm 

while in the work environment that required examination or treatment by a qualified healthcare 

professional. See § 225.5, definition of “accountable injury or illness.” This broad scope is 

necessary since all conditions, regardless of severity, must be evaluated to determine if the 

requirements necessary for reporting the injury/illness have been met. 
FRA Guide for Preparing Accident/Incident Reports 

36 

F 6180.98 

A primary purpose for the recording of accountable cases is to establish a standardized set of 

data that the reporting officer will use in deciding whether to report a case. It also serves as a 

tool for FRA Safety Assurance and Compliance officers to use during reviews to determine if 

proper reporting decisions are being made. Once it has been determined that a particular case is 

reportable and has been forwarded on Form FRA F 6180.55a, it is no longer necessary to 

continue to update this record; however, the railroad should update “Was the case reported?” on 

Form FRA F 6180.98 (or update, in the alternative railroad-designed record, if a Form FRA 

F 6180.55a has been filed with FRA). Changes to counts of days absent or restricted duty are to 

be made on Form FRA F 6180.55a, not Form FRA F 6180.98. 

Each railroad shall enter each reportable and each accountable injury and illness on the 

appropriate record as early as practicable, but no later than 7 working days after receiving 

information or acquiring knowledge that an injury or illness has occurred. See § 225.25(f). 

Railroads must create a Form FRA F 6180.98 for employee fatalities and injuries due to suicides 

and attempted suicides that are accountable or reportable. 

The records described above may be maintained at the local establishment or, alternatively, at a 

centralized location. If the records are maintained at a centralized location, but not through 

electronic means, then a paper copy of the records that is current within 35 days of the month to 

which it applies shall be available for that establishment. If the records are maintained at a 

centralized location through electronic means, then the records for that establishment shall be 

available for review in a hardcopy format within 4 business hours of FRA’s request. FRA 

recognizes that circumstances outside the railroad’s control may preclude it from fulfilling the 

4 business-hour time limit. In these circumstances, FRA will not assess a monetary penalty 

against the railroad for its failure to provide the requested documentation provided the railroad 

makes a reasonable effort to correct the problem. See § 225.25(g). 

Do not submit this form or an alternate railroad-designed record. If a case is determined to be 

reportable, it must be recorded on Form FRA F 6180.55a and included with the reports filed for 

that month. 

The information required to be recorded on Form FRA F 6180.98 is self-explanatory; therefore, 

specific instructions for completion are not needed. However, it is important to note that the 

“Case/Incident Number” identified in Block 2 must be used on Form FRA F 6180.55a for any 

case determined to be reportable. 

The alternative record shall contain, at a minimum, the following information: 

1. Name of railroad. 

2. Case/incident number. 

3. Full name of railroad employee. 
FRA Guide for Preparing Accident/Incident Reports 

37 

F 6180.98 

4. Date of birth of railroad employee. 

5. Gender of railroad employee. 

6. Railroad employee identification (ID) number. 

7. Date the railroad employee was hired. 

8. Home address of railroad employee, including the street address, city, State, zip code, and 

home telephone number with area code. 

9. Name of facility where railroad employee normally reports to work. 

10. Address of facility where railroad employee normally reports to work, including the 

street address, city, State, and zip code. 

11. Job title of railroad employee. 

12. Department assigned. 

13. Specific site where accident/incident/exposure occurred, including the city, county, State, 

and zip code. 

14. Date and time of occurrence, indicated using military time or a.m./p.m.. 

15. Time employee’s shift began, indicated using military time or a.m./p.m.. 

16. Whether employee was on premises when injury occurred. 

17. Whether employee was on or off duty. 

18. Date and time when employee notified company personnel of condition, indicated using 

military time or a.m./p.m.. 

19. Name and title of railroad official notified. 

20. Description of the general activity this employee was engaged in prior to the 

injury/illness/condition. 

21. Description of all factors associated with the case that are pertinent to an understanding 

of how it occurred. Include a discussion of the sequence of events leading up to it, and 

the tools, machinery, processes, material, environmental conditions, etc., involved (When 

appropriate, a railroad must indicate that an employee fatality or injury is considered 

“suicide data” in this the narrative section). 

22. Description, in detail, of the injury/illness/condition that the employee sustained, 

including the body parts affected. If a recurrence, list the date of the last occurrence. 

23. Identification of all persons and organizations used to evaluate or treat the condition, or 

both. Include the facility, provider, and complete address. 

24. Description of all procedures, medications, therapy, etc., used or recommended for the 

treatment of the condition. 

25. Extent and outcome of injury or illness to show the following, as applicable: 
FRA Guide for Preparing Accident/Incident Reports 

38 

F 6180.98 

a. Fatality–enter date of death. 

b. Restricted work, number of days, beginning date. 

c. Occupational illness, date of initial diagnosis. 

d. Instructions to obtain prescription medication, or receipt of prescription medication. 

e. If missed 1 or more days of work or next shift, provide number of work days and 

beginning date. 

f. Medical treatment beyond “first aid”. 

g. Hospitalization for treatment as an inpatient. 

h. Multiple treatments or therapy sessions. 

i. Loss of consciousness. 

j. Transfer to another job or termination of employment. 

k. Significant injury/illness, one meeting specific case criteria, or a covered data case. 

26. Each railroad shall indicate if the Railroad Injury and Illness Summary (Continuation 

Sheet) (FRA Form F 6180.55a) has been filed with FRA for the injury or illness. If FRA 

Form F 6180.55a was not filed with FRA, then the railroad shall provide an explanation 

of the basis for its decision. 

27. The railroad shall indicate if the injured or ill railroad employee was provided an 

opportunity to review his or her file. 

28. The railroad shall identify the preparer’s name, title, telephone number with area code, 

and the date the record was initially signed/completed. 
FRA Guide for Preparing Accident/Incident Reports 

39

F 6180.97 

5. Form FRA F 6180.97 - Initial Rail Equipment Accident/Incident Record 

5.1 Requirement 

 

Each railroad shall maintain an Initial Rail Equipment Accident/Incident Record (Form FRA 

F 6180.97) or an alternative railroad-designed record as described in the following section, of all 

reportable and accountable rail equipment accidents/incidents. An accountable rail equipment 

accident/incident means (1) any derailment regardless of whether it causes any damage or 

(2) any collision, highway-rail grade crossing accident/incident, obstruction accident, other 

impact, fire or violent rupture, explosion-detonation, act of God, or other accident/incident 

involving the operation of railroad on-track equipment (standing or moving) that results in 

damage to the railroad on-track equipment (standing or moving), signals, track, track structures 

or roadbed and that damage impairs the functioning or safety of the railroad on-track equipment 

(standing or moving), signals, track, track structures or roadbed. See §§ 225.21(i) and 

225.25(d)–(g). See also § 225.3 regarding certain railroads exempted from recording 

“accountables.” 

The alternative railroad-designed record may be used in lieu of the Initial Rail Equipment 

Accident/Incident Record (Form FRA F 6180.97). Any such alternative record shall contain all 

of the information required on the Initial Rail Equipment Accident/Incident Record. Although 

this information may be displayed in a different order from that on the Initial Rail Equipment 

Accident/Incident Record, the order of the information shall be consistent from one such record 

to another such record. The order chosen by the railroad shall be consistent for each of the 

railroad’s reporting establishments. Railroads may list additional information in the alternative 

record beyond the information required on the Initial Rail Equipment Accident/Incident Record. 

Where there are joint operations, each railroad involved must contact all parties involved to 

determine the extent of the damages for determining reportability. If the property of more than 

one railroad is involved in an accident/incident, the reporting threshold is calculated by 

including the damages sustained by all of the railroads involved. When total reportable damage 

to all railroads directly involved in an accident/incident exceeds the reporting threshold, the 

railroad must make a report even though its damages were below the threshold. 

Any railroad indicating the involvement of another railroad in the accident on its Initial Rail 

Equipment Accident/Incident Record must promptly notify the other carrier (FRA may be 

contacted to obtain telephone numbers) and exchange information concerning the accident and 

obtain the other carriers’ reportable damage. 
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F 6180.97 

The alternative record shall contain, at a minimum, the following information: 

1. Date and time of accident. 

2. Reporting railroad, and accident/incident number. 

3. Other railroad, if applicable, and other railroad’s accident/incident number. 

4. Railroad responsible for track maintenance, and that railroad’s incident number. 

5. The classification of a rail equipment accident/incident by type, which is 

determined by the first event in the accident/incident sequence. For example, if, 

following a derailment, a derailed car or locomotive strikes a consist on an 

adjacent track, the accident/incident would be classified as a derailment, not a 

collision or other impact. The valid classification of accidents/incidents are as 

follows: 

Derailment Highway-rail crossing collision 

Head-on collision Railroad grade crossing collision 

Rear-end collision Obstruction 

 Side collision Explosion-detonation 

 Raking collision Fire/violent rupture 

 Broken train collision Other impacts 

 Other (describe in narrative) 

6. Number of cars carrying hazardous materials that derailed or were damaged, and 

number of cars carrying hazardous materials that released product. 

7. Subdivision: 

 The full name of the subdivision on which the accident occurred, i.e. the track 

owner’s subdivision name. If the railroad is not so divided, enter the word 

“system.” In the event of a joint accident involving Amtrak, the host railroad’s 

subdivision will apply. 

Note: If the accident occurred in a major terminal and subdivision is not 

applicable, enter “Terminal/Yard Name.” 

8. Nearest city or town. 

9. County (added in 2003). 

10. State. 
FRA Guide for Preparing Accident/Incident Reports 

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F 6180.97 

11. Milepost (to the nearest tenth). 

12. Specific site. 

13. Speed (indicate if actual or estimate). 

14. Train number or job number. 

15. Type of equipment (freight, passenger, yard switching, etc.). 

16. Type of track (main, yard, siding, industry). 

17. Total number of locomotives in train. 

18. Total number of locomotives that derailed. 

19. Total number of cars in train. 

20. Total number of cars that derailed. 

21. Total amount of damage in dollars to equipment for this accident/incident-based 

on computations as described in this Guide: 

Enter the total amount of damage to all of the consists involved in this 

accident/incident, and if there are other railroads involved in this accident/incident 

that have equipment damages, add this to the total. 

Then, in the narrative provide a breakdown of the damages by each railroad. 

 

Note: For railroads that are using the AIRG software application to maintain 

their accident/incident data, AIRG will be modified to accept both sets of 

information (i.e., the total amount of damage to the railroad’s equipment, 

and the total amount of damage to the railroad’s equipment added to all 

other of the railroad’s equipment damage). 

22. Total amount of damage in dollars to track, signal, way, and structures based on 

computations as described in this Guide. 

Enter the total amount of damage, in dollars, to the track, signal, way, and 

structures for the accident/incident. If another railroad is responsible for 

maintaining the track on which the accident/incident occurred, contact this carrier 

to obtain the cost of damages to the track, signals, roadbed, track structures, etc., 

then keep this amount for the Initial Rail Equipment Accident/Incident Record. 

23. Primary cause. Enter into this field the most applicable cause code that describes 

the cause of the accident from Appendix C, “Train Accident Cause Codes.” The 

instructions for entry into this field are the same as for Item 38 of FRA Form 

F 6180.54, as shown in Chapter 7. 
FRA Guide for Preparing Accident/Incident Reports 

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F 6180.97 

24. Contributing cause. Enter into this field the most applicable cause code that 

describes the contributing cause of the accident from Appendix C, “Train 

Accident Cause Codes.” The instructions for entry into this field are the same as 

for Item 39 of FRA Form F 6180.54, as shown in Chapter 7. 

25. Number of persons injured and persons killed, broken down into the following 

classifications: worker on duty–railroad employee, railroad employee not on 

duty, passenger on train, nontrespasser–on railroad property, trespasser, worker 

on duty–contractor, contractor–other, worker on duty–volunteer, volunteer–other, 

and nontrespasser—off railroad property. 

 

 Note: Injuries and fatalities, due to suicides and attempted suicides, that meet the 

general reporting criteria shall also be included in this field. 

26. Narrative description of the accident: 

Enter a description of the accident, including a list of the breakdown of the 

equipment damages incurred by each railroad for the accident/incident, and 

specify which consist this specific Initial Rail Equipment Accident/Incident 

Record is for. The breakdown is as follows: 

Railroad (Enter Code) - Each consist’s equipment damages (e.g., Consist A 

equipment damage, Consist B equipment damage, etc.), and all other railroads 

(Enter Codes) and their equipment damages. 

Note: Where an accountable or reportable rail equipment accident/incident is 

caused by a suicide or attempted suicide, the railroad shall indicate that fact in this 

field. 

27. Whether the accident/incident was reported to FRA: If the rail equipment 

accident/incident exceeds the current threshold limit and a Form FRA F 6180.54 

is being submitted, specify “Yes.” For highway-rail grade crossing 

accidents/incidents (which are always reportable), and other non-reportable rail 

equipment accidents/incidents, specify “No”; however, if a highway-rail grade 

crossing accident/incident’s damages exceed the current threshold, then specify 

“Yes.” 

28. Preparer’s name, title, telephone number with area code, and signature. 

29. Date the record was initially signed/completed. 

Each railroad shall enter each reportable and accountable rail equipment accident/incident on the 

appropriate record as early as practicable, but no later than 7 working days after receiving 

information or acquiring knowledge that a rail equipment accident/incident has occurred. See 

§ 225.25(f). 
FRA Guide for Preparing Accident/Incident Reports 

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F 6180.97 

The records described above may be maintained at the local establishment or, alternatively, at a 

centralized location. If the records are maintained at a centralized location, but not through 

electronic means, then a paper copy of the records that is current, within 35 days of the month to 

which it applies, shall be available for that establishment. If the records are maintained at a 

centralized location through electronic means, then the records for that establishment shall be 

available for review in a hardcopy format within 4 business hours of FRA’s request. FRA 

recognizes that circumstances outside the railroad’s control may preclude it from fulfilling the 

4-business-hour time limit. In these circumstances, FRA will not assess a monetary penalty 

against the railroad for its failure to provide the requested documentation, provided the railroad 

makes a reasonable effort to correct the problem. See § 225.25(g). 

Do not submit this form or an alternate railroad-designed record. If an incident is determined to 

be reportable, it must be recorded on Form FRA F 6180.54 and must be included with the reports 

filed for that month. If there are any reportable casualties, they must be reported on Form FRA 

F 6180.55a. Once a determination has been made that the rail equipment accident/incident has 

become reportable, any further updating should be done on the Form FRA F 6180.54, and you 

need not update Form FRA F 6180.97; however, you should go back and check off “Yes” for 

Item 32 (or equivalent item on alternative railroad-designed record) of Form FRA F 6180.97 

“Was this accident reported to FRA?” 

It is important to note that the “Case/Incident Number” identified in Block 4 must be used on 

Form FRA F 6180.54 and/or Form FRA F 6180.57 for any case determined to be reportable. 

5.2 Questions and Answers 

Q1. A coupler broke during a switching operation, and the cars behind the 

broken coupler hit the train it separated from. Would this event mean that 

the railroad should complete the Initial Rail Equipment Accident/Incident 

Record? 

A1. This event would qualify as a broken train collision. As this is a collision, if there 

is damage and that damage impairs the functioning or safety of the railroad ontrack equipment (standing or moving), signals, track, track structures, or roadbed 

involved, then the railroad would be required to complete an Initial Rail 

Equipment Accident/Incident Record, Form FRA F 6180.97. If the reportable 

damages exceed the annual reporting threshold, then Rail Equipment 

Accident/Incident Report Form FRA F 6180.54 must also be completed and 

submitted to FRA. 
FRA Guide for Preparing Accident/Incident Reports 

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F 6180.97 

Q2. Our switch crew had a minor derailment involving one set of wheels of 

one car. Would this event qualify for the Initial Rail Equipment 

Accident/Incident Record? 

A2. This event would qualify as a derailment and, as such, it is an accountable rail 

equipment accident/incident. Therefore, an Initial Rail Equipment 

Accident/Incident Record, Form FRA F 6180.97, must be completed. If the 

reportable damages exceed the annual reporting threshold, then the Rail 

Equipment Accident/Incident Report Form FRA F 6180.54 must be completed 

and submitted to FRA. 

Q3. What about highway-rail grade crossing accidents? Would these events 

qualify for the Initial Rail Equipment Accident/Incident Record? 

A3. All highway-rail grade crossing accidents/incidents must be reported to FRA on 

Form FRA F 6180.57. An Initial Rail Equipment Accident/Incident Record, 

Form FRA F 6180.97, must be completed if the highway-rail grade crossing 

accident/incident also results in an accountable or reportable rail equipment 

accident/incident. If the reportable damages exceed the annual reporting 

threshold, then the Rail Equipment Accident/Incident Report Form FRA 

F 6180.54 must also be completed and submitted to FRA. 

Q4. Our mechanical department personnel reported that they fixed a broken 

trainline bracket on a box car. It appears that the bracket broke because of 

normal wear and tear, and was not the result of an accident. Would events 

like this qualify for an Initial Rail Equipment Accident/Incident Record? 

A4. No, if there is no evidence of an accident/incident, e.g., collision, derailment, fire, 

explosion/detonation, obstruction incident, other impact, etc., and the damage 

resulted from normal wear and tear, then an Initial Rail Equipment 

Accident/Incident Record, Form FRA F 6180.97, is not required. 
FRA Guide for Preparing Accident/Incident Reports 

45 

F 6180.55a 

6. Form FRA F 6180.55a - Railroad Injury and Illness Summary 

(Continuation Sheet) 

6.1 Requirement 

 

As set forth in § 225.11 and § 225.19(d), each death, injury, or occupational illness that is a new 

case and meets the general reporting criteria listed in paragraphs (d)(1) through (d)(6) of this 

Section shall be reported to FRA on Form FRA F 6180.55a, Railroad Injury and Illness 

Summary (Continuation Sheet), if an event or exposure arising from the operation of a railroad is 

a discernable cause of the resulting condition or a discernable cause of a significant aggravation 

to a preexisting injury or illness. The event or exposure arising from the operation of a railroad 

need only be one of the discernable causes; it need not be the sole or predominant cause. A new 

case is presumed work-related if an event or exposure arising from the operation of a railroad is a 

contributing factor to the injury, illness, or significant aggravation of a preexisting condition. If 

it is not obvious whether the precipitating event or exposure arose from the operation of a 

railroad or elsewhere, the railroad must evaluate the circumstances surrounding the injury or 

illness (e.g., work duties, environment, etc.) to decide whether it is more likely than not that one 

or more events or exposures arising from the operation of a railroad contributed to the resulting 

condition or significantly aggravated a preexisting condition. The general injury/illness 

reporting criteria are as follows: 

(1) Death to any person; 

(2) Injury to any person that results in: 

(i) Medical treatment; 

(ii) Significant injury diagnosed by a physician or other licensed health care professional 

even if it does not result in death, medical treatment or loss of consciousness of any person; or 

(iii) Loss of consciousness; 

(3) Injury to a railroad employee that results in: 

(i) A day away from work; 

(ii) Restricted work activity or job transfer; or 

(iii) Significant injury diagnosed by a physician or other licensed health care professional 

even if it does not result in death, medical treatment, loss of consciousness, a day away from 

work, restricted work activity or job transfer of a railroad employee; 

 (4) Occupational illness of a railroad employee that results in: 

(i) A day away from work; 

(ii) Restricted work activity or job transfer; 

(iii) Loss of consciousness; or 

(iv) Medical treatment; 
FRA Guide for Preparing Accident/Incident Reports 

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F 6180.55a 

(5) Significant illness of a railroad employee diagnosed by a physician or other licensed 

health care professional even if it does not result in death, a day away from work, restricted work 

activity or job transfer, medical treatment, or loss of consciousness; 

(6) Illness or injury that: 

(i) Meets the application of any of the following specific case criteria: 

(A) Needlestick or sharps injury to a railroad employee; 

(B) Medical removal of a railroad employee; 

(C) Occupational hearing loss of a railroad employee; 

(D) Occupational tuberculosis of a railroad employee; 

(E) Musculoskeletal disorder of a railroad employee if this disorder is reportable under one or 

more of the general reporting criteria; or 

(ii) Is a covered data case. 

6.2 Reporting Exceptions 

In accordance with § 225.15(a), the following accidents/incidents are not reportable: 

 (a) Persons other than railroad employees. A railroad is not to report injuries that occur 

at highway-rail grade crossings that do not involve the presence or operation of on-track 

equipment, or the presence of railroad employees then engaged in the operation of a railroad; 

 (b) Employees on Duty. A railroad is not to report the following injuries to or illnesses of 

a railroad employee as Worker on Duty – Employee (Class A), if any of the following conditions 

in paragraphs (b)(1) through (b)(3) of this section are met. This exception does not affect a 

railroad’s obligation to report these injuries as other types of persons (i.e. Employee Not On 

Duty (Class B); Passengers On Trains (Class C); Nontresspassers – On Railroad Property (Class 

D)), or a railroad’s obligation to maintain a “Railroad Employee Injury/Illness Record” (Form 

FRA F 6180.98 or alternative railroad-designed form). 

 (1) The injury or illness occurred in or about living quarters not arising from the 

operation of a railroad; 

 (2) At the time of the injury or illness, the employee was present in the work environment 

as a member of the general public rather than as an employee; or 

 (3) The injury or illness is caused by a motor vehicle accident and occurs on a company 

parking lot or company access road while the employee is commuting to or from work. 

 (c) Employees on or off Duty. A railroad is not to report the following injuries to or 

illnesses of a railroad employee, Worker on Duty – Employee (Class A) or Employee Not On 

Duty (Class B), if any of the following conditions in paragraphs (c)(1) through (c)(7) of this 

section are met. 

 (1) The injury or illness involves signs or symptoms that surface at work but result solely 

from a non-work-related event or exposure that occurs outside the work environment; 
FRA Guide for Preparing Accident/Incident Reports 

47 

F 6180.55a 

 (2) The injury or illness results solely from voluntary participation in a wellness program 

or in a medical, fitness, or recreational activity such as blood donation, physical examination, flu 

vaccination shot, exercise class, racquetball, or baseball; 

 (3) The injury or illness is solely the result of an employee eating, drinking, or preparing 

food or drink for personal consumption. Note: However, if the employee is made ill by ingesting 

food contaminated by workplace contaminants (such as lead), or gets food poisoning from food 

supplied by the employer, the case would be considered reportable if the case meets the general 

reporting criteria set forth at §225.19(d)(1)-(d)(6), and reported as either a Worker on Duty – 

Employee (Class A) or Employee not on Duty (Class B) depending on the employee’s duty 

status; 

 (4) The injury or illness is solely the result of an employee doing personal tasks 

(unrelated to their employment) at the establishment outside of the employee’s assigned working 

hours; 

 (5) The injury or illness is solely the result of personal grooming, self medication for a 

non-work-related condition, or is intentionally self-inflicted (except that for FRA reporting 

purposes a railroad shall not exclude an accountable or reportable injury or illness that is the 

result of a suicide or attempted suicide); 

 (6) The illness is the common cold or flu (Note: contagious diseases such as tuberculosis, 

brucellosis, hepatitis A, or plague are considered work-related if the employee is infected at 

work); or 

 (7) The illness is a mental illness. Mental illness will not be considered work-related 

unless the employee voluntarily provides the employer with an opinion from a physician or other 

licensed health care professional with appropriate training and experience (psychiatrist, 

psychologist, psychiatric nurse practitioner, etc.) stating that the employee has a mental illness 

that is work-related. 

 (d) Contractors and volunteers. A railroad is not to report injuries to contractors and 

volunteers that are listed in paragraphs (b) and (c) of this section. For purposes of this paragraph 

only, an exception listed in paragraphs (b) and (c) referencing “work environment” is construed 

to mean for contractors and volunteers only, on property owned, leased, operated over or 

maintained by the railroad for railroad operations. 

 (e) Rail equipment accident/incidents. The following exceptions do not impact the 

railroad’s obligation to maintain records of accidents/incidents as required by § 225.25 (Form 

FRA F 6180.97, “Initial Rail Equipment Accident/Incident Record”), as applicable. A railroad is 

not to report the following rail equipment accidents/incidents: 

 (1) Cars derailed on industry tracks by non-railroad employees or non-railroad employee 

vandalism, providing there is no involvement of railroad employees; and 

 (2) Damage to out of service cars resulting from high water or flooding (e.g., empties 

placed on a storage or repair track). This exception does not apply if such cars are placed into a 

moving consist and as a result of this damage a reportable rail equipment accident results. 
FRA Guide for Preparing Accident/Incident Reports 

48 

F 6180.55a 

6.3 Suicide Data 

Suicides and attempted suicides are no longer exceptions to FRA’s reporting requirements and 

must be reported to FRA as “suicide data” on Form FRA 6180.55a when the casualty meets the 

general reporting criteria. Therefore, a railroad must evaluate the injury or fatality to determine 

whether it needs to create a report. Although self-inflicted wounds not inflicted for the purpose 

of committing suicide are still excluded (i.e., an employee intentionally cuts his hand without 

intending to kill himself). See § 225.15(c)(5). 

Suicide data is data regarding the death of an individual due to that individual’s commission of 

suicide as determined by a coroner, public police officer or other public authority; or injury to an 

individual due to that individual’s attempted commission of suicide as determined by a public 

police officer or other public authority. A railroad police officer is not considered a public police 

officer within the meaning of the term. A public authority is a Federal, State, or local 

governmental agency with the legal authority to declare a casualty a suicide or an attempted 

suicide. Only the death of or injury to the individual who committed the suicidal act is 

considered to be suicide data. Therefore, an injury or fatality caused to a person by another 

person who committed suicide or attempted to commit suicide is not suicide data. For example, 

if the impact between the railroad on-track equipment and a highway user occurred because the 

highway user committed or attempted to commit suicide (as determined by a coroner, public 

police officer, or other public authority), the death of or injury to that highway user must be 

reported to FRA. 

A railroad may accept verbal confirmation from the coroner, public police officer, or other public 

authority of the cause of the fatality or injury. Where a railroad receives verbal confirmation, it 

must document that confirmation in writing and create an audit trail so that FRA may confirm 

the cause of the casualty at a later time. The audit trail should include, but is not limited to, 

documentation of the name of the public police officer, coroner, or other public authority 

determining cause of death, his or her title, the date of confirmation, for whom the individual 

works, and the individual’s telephone number and mailing address. 

When appropriate, railroads must report suicide data on Forms FRA F 6180.55a, FRA F 

6180.54, and FRA F 6180.57, as follows: 

1. Form FRA F 6180.55a–Place an “X” representative of “suicide or attempted suicide” in 

Block 5r. 

2. Form FRA F 6180.54–Place the following Miscellaneous Cause Codes, as applicable, in 

Block 38: (a) Code M309 “Suicide (Highway-Rail Grade Crossing Accident)”; (b) Code 

M310 “Attempted Suicide (Highway-Rail Grade Crossing Accident)”; (c) Code M509 

“Suicide (Other Misc.)”; and (d) Code M510 “Attempted Suicide (Other Misc.).” These 

codes can be found in Appendix C, “Train Accident Cause Codes” to this Guide. 
FRA Guide for Preparing Accident/Incident Reports 

49 

F 6180.55a 

3. Form FRA F 6180.57–Mark in Block 41, “Driver Action,” the selection for “Suicide or 

Attempted Suicide.” Include the suicides and attempted suicides in the casualty counts in 

Blocks 46, 49, and 52, as applicable. 

When applicable, railroads must record/report suicide data on the below forms as follows: 

1. Form FRA F 6180.97: A railroad shall include casualties that result from suicides and 

attempted suicides in the casualty count. In addition, where an accountable or reportable 

rail equipment accident/incident is caused by a suicide or attempted suicide, the railroad 

shall indicate that fact in the narrative field. 

2. Form FRA F 6180.98: A railroad must indicate in the narrative section that the 

accountable or reportable injury or fatality resulted from the person’s suicidal act. 

In addition, railroads must include suicide data in the casualty count on Form FRA F 6180.55. 

FRA will maintain suicide data in a database that is not publically accessible. FRA will 

not include suicide data (as defined in § 225.5) in its periodic summaries of data on the 

number injuries and illnesses associated with railroad operations. See § 225.41, Suicide 

Data. Suicide data will not be available on FRA’s Web site for individual reports or 

downloads. Suicide data will, however, be available to the public in aggregate format on 

FRA's website and via requests under the Freedom of Information Act (FOIA). For 

additional information on FOIA requests, see FRA’s Web site at 

http://www.fra.dot.gov/us/foia. FRA will not report suicide data to DOL. Suicide data 

will also be available to FRA inspectors and State agencies participating in investigative 

activities under part 212. See § 225.31. States will also be able to obtain individual 

reports directly from the railroads pursuant to § 225.1. See § 225.1. 

6.4 Covered Data 

Covered data is information that must be reported to FRA so that FRA’s reporting requirements 

remain consistent with OSHA. Covered data concerns railroad employee injuries or illnesses 

that are reportable exclusively because a physician or other licensed health care professional: 

1. Recommends in writing that: 

a. The employee take 1 or more days away from work when the employee instead 

reports to work (or would have reported had he or she been scheduled) and takes no 

days away from work in connection with the injury or illness and returns to full duty 

(no restricted days); 

b. The employee work restricted duty for 1 or more days when the employee instead 

works unrestricted (or would have worked unrestricted had he or she been scheduled) 

and takes no days of restricted work activity in connection with the injury or illness; 
FRA Guide for Preparing Accident/Incident Reports 

50 

F 6180.55a 

c. The employee take over-the-counter (OTC) medication at a dosage equal to or greater 

than the minimum prescription strength, whether or not the employee actually takes 

the medication; or 

2. Makes a one-time topical application of a prescription-strength medication to the 

employee’s injury. 

Although “covered data” cases will be retained in the files and will be accessible on FRA’s Web 

site, these cases will not be included in the casualty counts found in FRA’s regular publications, 

e.g., Annual Report of Railroad Safety Statistics. 

6.5 Employee On-Duty Injury/Illness Reporting 

Basic Requirement. See Chapter 6.1 of this Guide. See also § 225.11 and § 225.19(d), 

6.5.1 Questions and Answers on Employee On-Duty Injury/Illness Reporting 

Q1. What if the injury was caused by the employee’s own negligence or was a 

result of events beyond the railroad’s control, e.g., an employee was assaulted 

by a trespasser, or two employees were engaged in horseplay. Would this 

make a difference in terms of whether the injury or illness must be reported? 

A1. No. Responsibility or fault is not a consideration when deciding whether to 

report. FRA notes that many circumstances that lead to a reportable work-related 

injury or illness are “beyond the employer’s control,” at least as that phrase is 

commonly interpreted. Nevertheless, because such an injury or illness was 

caused, contributed to, or significantly aggravated by an event or exposure arising 

from the operation of the railroad, it must be reported (assuming that it meets one 

or more of the reporting criteria and does not qualify for a reporting exception 

under § 225.15.) This approach is consistent with the no-fault reporting system 

FRA has adopted, which includes work-related injuries and illnesses, regardless 

of the level of employer control involved. 

The following do not affect reportability if there is evidence an employee was 

injured or made ill while in the work environment: 

1. The event or exposure was not witnessed. 

2. The employee did not immediately notify a supervisor. 

3. The employee did not require medical treatment at the time of the 

condition. 

4. The condition was the result of an employee’s error. 
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5. The condition was caused by outside factors, e.g., assault on an employee, 

an insect or animal bite, lightening strike, other act of nature. 

6. The condition did not meet all the necessary conditions for reporting at the 

time of the initial event, activity, or exposure. 

7. The condition was the culmination of a series of activities. 

8. The employee cannot specifically identify when or how he or she was 

injured. 

Q2. How do I decide whether a particular injury or illness of an employee on 

duty is reportable? 

A2. The following decision tree shows the basic steps involved in making this 

determination: 

Did the employee experience 

an injury or illness? 

Is the injury or illness workrelated? 

Is the injury or illness a new case? 

No 

Update the previously 

reported injury or 

illness entry if 

necessary.

Does the injury or illness meet the 

general reporting criteria or the 

application to specific cases? 

Do not report the 

injury or illness (may 

require Form FRA 

F 6180.98). 

No 

No 

Report the injury or 

illness on form FRA 

F 6180.55a. 

Yes

Yes

Yes

Yes

No
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6.6 Determination of Work-Relatedness 

You must consider an injury or illness to be work-related if an event or exposure in the work 

environment discernibly caused or contributed to the resulting condition, or if an event or 

exposure occurring in the work environment is a discernable cause of a significant aggravation to 

a preexisting injury or illness. The work event or exposure need only be one of the causes of, or 

contributors to, the resulting injury or illness; it need not be the sole or predominant cause or 

contributor. Work-relatedness is presumed for injuries and illnesses resulting from events or 

exposures occurring in the work environment, even if the injury or illness does not have a clear 

connection to a specific work activity or is not occupational in nature. 

Injuries and illnesses that occur at work may not have a clear connection to a specific work 

activity, condition, or substance that is peculiar to the employment environment. For example, 

an employee may trip for no apparent reason while walking across a level factory floor; be 

sexually assaulted by a co-worker; or be injured accidentally as a result of an act of violence 

perpetrated by one co-worker against a third party. In these and similar cases, the employee’s 

job-related tasks or exposures did not create or contribute to the risk that such an injury would 

occur. Nevertheless, these cases are work-related. The causal connection is established by the 

fact that the injury would not have occurred but for the conditions and obligations of 

employment that placed the employee in the position in which he or she was injured or made ill. 

An injury or illness is not reportable if the injury or illness involves signs or symptoms that 

manifest themselves at work but result solely from a non-work-related event or exposure that 

occurs outside the work environment. See reporting exceptions listed at § 225.15. 

If it is not obvious whether the precipitating event or exposure that caused or contributed to an 

injury or illness occurred in the work environment or elsewhere, the employer must evaluate the 

employee’s work duties and environment to decide whether one or more events or exposures in 

the work environment caused or contributed to the resulting condition, or significantly 

aggravated a preexisting condition. As long as the event or exposure occurred at work and is a 

discernable cause of the injury or illness or is a discernable cause of a significant aggravation to 

a preexisting injury or illness, the injury or illness is work-related. If an injury is within the 

presumption of work-relatedness, the employer can rebut work-relatedness only by showing that 

the case falls within an exception listed in § 225.15. This means that the employer must make a 

determination as to whether it is more likely than not that work events or exposures were a 

discernable cause of the injury or illness, or a discernable cause of a significant aggravation to a 

preexisting condition. The evaluation might include consultation with an ergonomics expert as 

well as a PLHCP. A review of the job description, alone, is not sufficient without reviewing all 

of the employee’s collateral duties. If the employer decides the case is not work-related, and 

FRA subsequently issues a citation for failure to report, the Government would have the burden 

of proving that the injury or illness was work-related. 
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6.6.1 Interpretations on Work-Relatedness 

 

Scenario 1: 

An employer asks if an injury or illness sustained by an on-duty employee while he or she is 

engaged in an activity, such as walking or bending, is considered work-related. The employer 

notes that a case is presumed to be work-related if an event or exposure in the work environment 

discernibly caused or contributed to the injury or illness. The work event or exposure need only 

be one of the causes or contributions to the injury or illness; it need not be the sole or 

predominant cause. 

Response 1: 

The question employers must answer is whether there is an identifiable event or exposure that 

occurred in the work environment and resulted in the injury or illness. Thus, if an employee trips 

while walking across a level shop floor, the resulting injury is considered work-related because 

the precipitating event—the tripping accident—occurred in the workplace. The case is workrelated even if the employer cannot determine why the employee tripped, or whether any 

particular workplace hazard caused the accident to occur. 

The activity engaged in by the employee at the time of the injury—walking—is an “event” that 

would trigger application of the presumption. Other examples of events include sneezing, 

climbing, tripping, and bending down. In the absence of evidence to overcome the presumption, 

the injury is work-related. Thus, in the absence of evidence to overcome the presumption, an 

ankle injury caused by a trip that occurred while the employee was walking down a level 

seamless hallway at work is work-related, regardless of whether the accident is attributable to a 

defect in the hall. By the same reasoning, if the activity of walking down a hallway caused the 

employee’s knee to buckle or to sprain the ankle, the injury is work-related. If an injury or 

illness did not result from an identifiable event or exposure in the work environment, but only 

manifested itself during work, the injury is not work-related. For example, if the employee had a 

non-occupational event or exposure, and there is no evidence of a work-related event or exposure 

that caused or contributed to the injury or illness, the injury should not be reported. 

There is also the issue of whether the determination of work-relatedness is affected by an 

employee’s preexisting condition. For reporting purposes, a preexisting condition is an injury or 

illness resulting solely from a non-work-related event or exposure. If an employee’s preexisting 

condition is worsened as a result of an event or exposure at work, the case is work-related if the 

work event or exposure “significantly aggravated” the preexisting condition (i.e., discernibly 

caused the case to meet any of the general criteria). 

If an employee with a previous work-related injury to a body part suffers a subsequent workrelated injury of the same type to the same body part, the subsequent injury is reportable 

(assuming the general reporting criteria are met) if it is a “new case” as described in this chapter. 
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If the subsequent injury is not a “new case,” then the railroad is required to update the previously 

submitted injury or illness report if necessary. 

Scenario 2: 

An employee reported to work at 7:00 a.m. At 12:15 p.m., the employee reported that his toes 

on his left foot started swelling and his foot started hurting. The employee wanted to go to a 

doctor for evaluation. 

On the first report of injury that the employee completed before he went to the doctor, 

the employee indicated that the cause of the illness was “unknown.” 

When answering the doctor’s question: “How did the injury occur?,” the employee answered 

that the only thing he could think of was that his feet were wet all the previous day due to work 

in the morning at a cooling tower. The cooling tower water is treated to remove bacteria and 

then used in process operations in the plant. 

The doctor described the illness/injury as foot edema/cellulitis. The doctor also diagnosed the 

injury as an occupational disease, prescribed an antibiotic, and the employee missed 1 day of 

work. The company sent the employee to a second doctor who said to continue using the 

antibiotic. Neither doctor could state conclusively that the foot edema/cellulitis was or was not 

due to the employee’s feet being wet due to work at the cooling tower. Neither doctor is a 

specialist in skin disorders. 

During an incident review at the site, the employee again said he did not know if his feet being 

wet all day the previous day caused the injury/illness. The employee also stated that he had not 

worn the personal protective equipment—rubber boots—prescribed for this task. 

The company determined that this injury/illness was not work-related (did not occur in the 

course of or as a result of employment), since neither physician nor the employee could state 

with certainty that the injury/illness was caused by the employee’s feet being wet all day due to 

work at the cooling tower. Since the injury/illness was determined to not be work-related, the 

company deemed the incident non-reportable. 

Response 2: 

A case is work-related if it is more likely than not that an identifiable event or exposure in the 

work environment was a discernable cause of the injury or illness. The work event or exposure

need only be one of the causes; it need not to be the sole or predominant cause. In this case, the 

fact that neither the physician nor the employee could state with absolute certainty that the 

employee’s edema was caused by working with wet feet is not dispositive. In these situations, 

the railroad should evaluate the surrounding circumstances and relevant information (i.e., the 
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F 6180.55a 

physician’s description of the edema as an “occupational disease,” the employee’s statement that 

working with wet feet was “the only thing he could of” as the cause, the employee’s medical 

history and events surrounding the injury/illness) to determine whether it is more likely that the 

identifiable event (working with wet feet) was a cause. The fact that the employee did not wear 

proper protective equipment is irrelevant for reporting purposes. If the railroad determines that 

the case it reportable, the case must be recorded on the Railroad Employee Injury and/or Illness 

Record, Form FRA F 6180.98, and reported to FRA on Form FRA F 6180.55a. 

Scenario 3: 

An employee was to report to work by 8:00 a.m. The employee drove into the company parking 

lot at 7:30 a.m. and parked the car. The employee exited the car and proceeded to the office to 

report to work. The parking lot and sidewalks are privately owned by the facility and both are 

within the property line, but not the controlled access points (i.e., fence, guards). The employee 

stepped onto the sidewalk and slipped on the snow and ice. The employee suffered a back injury 

and missed multiple days of work. The company believes that the employee was still in the 

process of the commute to work since the employee had not yet checked in at the office. Since a 

work task was not being performed, the site personnel deemed the incident not work-related and 

therefore not reportable. 

Response 3: 

Company parking lots and sidewalks are part of the employer’s establishment for injury/illness 

reporting purposes. In this case, the employee slipped on an icy sidewalk while walking to the 

office to report for work. In addition, the event or exposure that occurred does not meet any of 

the work-related exceptions. The employee was on the sidewalk because of work not because 

the employee was a member of the general public or a trespasser. The event or exposure 

occurred in the work environment and caused or contributed to the resultant injury. Therefore, 

the case is work-related, regardless of the fact that he had not actually checked in, and must be 

reported as a case involving a Railroad Employee Not On Duty (Class B). See reporting 

exceptions listed at § 225.15. 

Scenario 4: 

An employee reports to work. Several hours later, the employee goes outside for a “smoke break 

and to get a pair of sunglasses from his truck.” The employee slips on ice and injures his back. 

Since the employee was not performing tasks related to the employee’s work, the company has 

deemed this incident non-work-related and therefore not reportable. 
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F 6180.55a 

Response 4: 

An injury or illness is not work-related if it is solely the result of an employee doing personal 

tasks (unrelated to their employment) at the establishment outside of the employee’s assigned 

working hours. See reporting exceptions listed at § 225.15. In order for this exception to apply, 

the case must meet both of the stated conditions. The exception does not apply here because the 

injury or illness occurred within normal working hours as “breaks” during normal working hours 

are considered within assigned working hours. Therefore, this case is work-related, and must be 

recorded on the Railroad Employee Injury and/or Illness Record, Form FRA F 6180.98, and 

reported on Form FRA F 6180.55a. 

Scenario 5: 

An employee drove into the company parking lot at 7:30 a.m., exited his car, and proceeded to 

cross the parking lot to clock in to work. A second employee, also on the way to work, 

approached the first employee, and the two individuals got into a physical altercation in the 

parking lot. The first employee broke an arm during the altercation. The employee went to the 

doctor and received medical treatment for his injury. 

The company deemed this a non-work-related incident, and therefore non-reportable, since the 

employees had not yet reported to work and a work task was not being performed at the time of 

the altercation. 

Response 5: 

The reporting requirements contain no general exception for purposes of determining workrelatedness for cases involving acts of violence in the work environment. Company parking 

lots/access roads are part of the employer’s premises and therefore part of the employer’s 

establishment. Whether the employee had not clocked in to work does not affect the outcome for 

determining work-relatedness. Therefore, this case is work-related and must be recorded on the 

Railroad Employee Injury and/or Illness Record, Form FRA F 6180.98, and reported on Form 

FRA F 6180.55a. 

Scenario 6: 

An employee injured a knee performing work-related activities in 2005. The accident was 

FRA-reportable. The employee had arthroscopic knee surgery 11 months later and was released 

to full duty a month and a half after the arthroscopic surgery. 

The employee had a second knee injury 3 months after the return to work release (after the first 

surgery). After the second surgery, the doctor prescribed Vioxx® as an anti-inflammatory drug. 
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F 6180.55a 

Approximately 11⁄2 months after the second knee surgery, the employee was given another full 

release to return to work full duty, and returned to work. However, the doctor told the employee 

to continue to take Vioxx® as prescribed (as needed) and to return to the doctor as needed. The 

employee scheduled a followup appointment with the doctor. The day before the appointment, 

the employee bumped his knee at work. During his scheduled doctor’s appointment (which was 

to be the last followup visit), the employee mentioned the latest incident (bumping the knee) to 

the doctor and showed him where the pain was occurring due to bumping his knee. The doctor 

stated that the employee had an inflamed tendon (Grade 1 lateral collateral ligament sprain) that 

was not part of the initial surgery (patellar tendonitis). The doctor stated in the diagnosis that the 

original injury that required knee surgery was resolved. The doctor told the employee to 

continue taking Vioxx® for the inflamed tendon. Since the employee was already taking the 

medication prescribed (Vioxx®), the railroad does not believe this is reportable as a second 

incident. 

Response 6: 

In the accident/incident regulation and reporting guidelines, the employer is required to follow 

any determination a physician or other licensed healthcare professional has made about the status 

of a new case. The inflamed tendon is a new case because the employee had completely 

recovered from the previous injury and illness and a new event or exposure had occurred in the 

work environment. 

Scenario 7: 

An employee knits a sweater for her daughter during a lunch break. She lacerates her hand and 

needs sutures. She is engaged in a personal task. Are lunch breaks or other breaks considered 

“assigned working hours?” Is the case reportable? 

Response 7: 

This case must be reported because it does not meet the exception to work-relatedness for 

injuries that occur in the work environment but are solely due to personal tasks. For the 

“personal tasks” exception to apply, the injury or illness must: 1) be solely the result of the 

employee doing personal tasks (unrelated to their employment) and 2) occur outside of the 

employee’s assigned working hours. The exception does not apply to injuries and illnesses that 

occur during breaks in the normal work schedule. Here, the exception does not apply because 

the injury occurred during the employee’s lunch break. 

Scenario 8: 

Does an employee become a part of the general public once they have timed out? Or, are they 

considered part of the workforce from the time they get out of their car coming in to work to the 

time they step into their car to go home at the end of their work day? 
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F 6180.55a 

Response 8: 

For purposes of FRA recordkeeping, injuries, and illnesses occurring in the work environment 

are considered work-related. Punching in and out with a time clock (or signing in and out) does 

not affect the outcome for determining work-relatedness. If the employee experienced a workrelated injury or illness that meets the requirement for recording on a Form FRA F 6180.98 

record, then the paperwork must be retained on file. If it satisfies one or more of the general 

reporting criteria, it must be reported on Form FRA F 6180.55a. The only distinction is whether 

to report it as a Railroad Employee On Duty (Class A) or Railroad Employee Not On Duty 

(Class B). Employees are considered members of the general public when they are present in the 

work environment for reasons solely unconnected with their employment or without their 

employer’s permission. Again, an employee does not become a member of the general public 

solely by being present in the work environment outside of assigned work hours. For example, 

an employee of a passenger railroad maybe considered a member of the general public in the 

work environment when they are a passenger on the train for personal reason unconnected to 

work (i.e., personal vacation). 

Scenario 9: 

An employee times out and chooses to linger in the plant. Then, she goes to her locker to lock up 

her personal items, and falls. Is the injury work-related? 

Response 9: 

Since the resultant injury occurred in the work environment, it is work-related, unless a specific 

exception applies. There are not enough factual details provided in the scenario for FRA to fully 

evaluate whether an exception under § 225.15 applies in the circumstances described. However, 

if employees normally keep personal items in a locker at the plant, FRA would not consider the 

employee’s actions in going to her locker before leaving the plant to be a personal task, unrelated 

to employment, for purposes of the exception. 

6.6.2 Questions and Answers on Employees—Determination of Work-Relatedness 

Q3. Are there situations in which an injury or illness occurs to an employee while 

in the work environment, but would not be reported as an injury to, or 

illness of, an employee on duty? 

A3. Yes. An injury or illness occurring in the work environment that falls under one 

of the reporting exceptions set forth at § 225.15(b) would not be reported as one 

to an employee on duty. These situations must be evaluated to determine if the 

employee’s condition is reportable using the criteria for individuals who are not 

employees on duty, e.g., employee not on duty, nontrespasser. 
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F 6180.55a 

Q4. What activities are considered “personal grooming” for purposes of the 

exception to the geographic presumption of work-relatedness for employees 

on duty? 

A4. Personal grooming activities are activities directly related to personal hygiene, 

such as combing and drying hair, brushing teeth, clipping fingernails, and the like. 

Bathing or showering at the workplace, when necessary, because of an exposure 

to a substance at work, is not within the personal grooming exception. Thus, if an 

employee slips and falls while showering at work to remove a contaminant to 

which he has been exposed at work, and sustains an injury that meets one of the 

general reporting criteria, the case is reportable. 

Q5. What are “personal tasks” for purposes of the reporting exception under 

§ 225.15? 

A5. “Personal tasks” are tasks that are unrelated to the employee’s job. For example, 

if an employee uses a company break to perform work on his or her personal 

automobile that is not part of his or her job duties, he or she is engaged in a 

personal task. However, this example would still be reportable as the employee is 

performing a personal task during a lunch break, which is within assigned work 

hours. Note that a case is reportable unless it meets both prongs of the exception 

under § 225.15: the case must involve first, personal tasks at the establishment; 

and second, must have occurred outside of the employee’s assigned working 

hours. See Q7 and A7, below. 

Q6. If an employee stays at work after normal work hours to prepare for the next 

day’s tasks and is injured, is the worker considered to be an employee on 

duty? For example, if an employee stays after work to prepare equipment 

and is injured, is the case work-related? 

A6. Yes. This individual’s injury is considered to be work-related. A case is workrelated any time an event or exposure in the work environment either causes or 

contributes to an injury or illness, or significantly aggravates a preexisting injury 

or illness, unless one of the specific exceptions in this section applies. The work 

environment includes the establishment and other locations where one or more 

employees are working or are present as a condition of their employment. The 

case in question would be work-related if the employee was injured as a result of 

an event or exposure at work, regardless of whether the injury occurred after 

normal work hours and regardless of whether the employee was in pay status. 
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Q7. An employee was injured in the workplace while performing a personal task 

(unrelated to their employment) outside of the employee’s assigned working 

hours; is the injury reportable? 

A7. In order to correctly apply the reporting exception, the case must meet both of the 

following conditions. The case must involve first, personal tasks at the 

establishment; and second, must have occurred outside of the employee’s 

assigned working hours. In this case, the conditions are met. Thus, this case 

would not be reportable as an injury to a Railroad Employee On Duty (Class A). 

Q8. How do I handle a case if it is not obvious whether the precipitating event or 

exposure occurred in the work environment or occurred away from work? 

A8. You must evaluate the employee’s work duties and environment to decide 

whether it is more likely than not that one or more events or exposures in the 

work environment either caused or contributed to the resulting condition or 

significantly aggravated a preexisting condition. The evaluation might include 

consultation with an ergonomics expert as well as a PLHCP. A review of the job 

description alone is not sufficient without reviewing all of the employee’s 

collateral duties. 

Q9. How do I know if an event or exposure in the work environment 

“significantly aggravated” a preexisting injury or illness? 

A9. A preexisting injury or illness has been significantly aggravated, for purposes of 

FRA injury and illness recordkeeping, when: 

 With respect to any person: 

(1) Death, provided that the preexisting injury or illness would likely not have 

resulted in death but for the occupational event or exposure. 

(2) Loss of consciousness, provided that the preexisting injury or illness would 

likely not have resulted in loss of consciousness but for the occupational event 

or exposure. 

(3) Medical treatment in a case where no medical treatment was needed for the 

injury or illness before the workplace event or exposure, or a change in 

medical treatment was necessitated by the workplace event or exposure. 

With respect to a railroad employee: 

(1) One or more days away from work, days of restricted work, or days of job 

transfer that otherwise would not have occurred but for the occupational event 

or exposure. 
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Q10. Which injuries and illnesses are considered preexisting conditions? 

A10. An injury or illness is a preexisting condition if it resulted solely from a nonwork-related event or exposure that occurred outside the work environment, e.g., 

diabetes. 

Q11. An employee-on-duty was injured at work and received medical treatment. 

The employee was also tested for alcohol and drugs. The test was positive for 

alcohol. The employee admitted that he had been previously treated for 

alcohol abuse. An investigation determined that this event or exposure 

would not have occurred except for the alcohol impairment. Since the 

employee already had an existing problem with alcohol abuse, would this 

injury meet the reporting exception that the injury or illness involves signs or 

symptoms that manifest themselves at work but result solely from a nonwork-related event or exposure that occurs outside the work environment? 

A11. The positive drug/alcohol history is not a qualifying reporting exception. There 

are some medical conditions, such as epilepsy, that cannot be controlled by the 

employee. The Americans with Disabilities Act, Public Law 101-336, prohibits 

discrimination on the basis of epilepsy in employment. That is why OSHA has 

excluded injuries occurring as a result of epilepsy from injury reporting with the 

revised regulation, if the workplace environment did not trigger the epileptic 

seizure. This exception allows the employer to exclude cases where a loss of 

consciousness is due solely to a personal health condition, such as epilepsy, 

diabetes, or narcolepsy. 

This concept cannot be extended to alcohol dependency or the use of legal or 

illegal drugs. Impairment by drugs or alcohol is a serious problem in the 

workplace; however, it is not classified as a preexisting condition for purposes of 

reporting injuries. The employer is expected to keep the workplace drug-free and 

to report all injuries that meet FRA’s reporting criteria, including those that are 

associated with a positive drug/alcohol test result. 

Q12. How do I decide whether an injury or illness is work-related if the employee 

is on travel status at the time the injury or illness occurs? 

A12. Injuries and illnesses that occur while an employee is on travel status are workrelated if, at the time of the injury or illness, the employee was engaged in work 

activities “in the interest of the employer.” Examples of such activities include 

travel to and from customer contacts, conducting job tasks, and entertaining or 

being entertained to transact, discuss, or promote business (work-related 
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F 6180.55a 

entertainment includes only entertainment activities being engaged in at the 

direction of the employer). 

Injuries or illnesses that occur when the employee is on travel status should be 

evaluated as follows: 

(1) An employee checks into a hotel or motel for 1 or more days. When a 

traveling employee checks into a hotel, motel, or other temporary residence, 

he or she establishes a “home away from home.” You must evaluate the 

employee’s activities after he or she checks into the hotel, motel, or other 

temporary residence for their work-relatedness in the same manner as you 

evaluate the activities of a non-traveling employee. When the employee 

checks into the temporary residence, he or she is considered to have left the 

work environment. When the employee begins work each day, he or she reenters the work environment. If the employee has established a “home away 

from home” and is reporting to a fixed worksite each day, you also do not 

consider injuries or illnesses work-related if they occur while the employee is 

commuting between the temporary residence and the job location. 

Note: An employee in deadhead transportation is considered an 

“employee on duty” regardless of the mode of transportation. 

Deadhead transportation occurs when an employee is traveling at 

the direction or authorization of the carrier to or from an 

assignment, or the employee is involved with a means of 

conveyance furnished by the carrier or compensated by the carrier. 

- 

Exception: If an employee is housed by the carrier in a facility such as a 

motel, and part of the service provided by the motel is the 

transportation of the employee to and from the worksite, any 

reportable injury to the employee during such transit is to be 

reported as that to a Railroad Employee Not On Duty (Class B). If 

the employee had decided upon other means of transportation that 

had not been authorized or provided, such as a ride from a friend, 

and for which he would not have been compensated by the 

railroad, the injury is not considered work-related. 

(2) An employee takes a detour for personal reasons. Injuries or illnesses are not 

considered work-related if they occur while the employee is on a personal 

detour from a reasonably direct route of travel (e.g., has taken a side trip for 

personal reasons). 

Q13. This question involves the following sequence of events: Employee A drives 

to work, parks her car in the company parking lot, and is walking across the 
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F 6180.55a 

lot, when she is struck by a car driven by Employee B, who is commuting to 

work. Both employees are seriously injured in the accident. Is either worker 

considered to be an employee on duty? 

A13. Neither employees’ injuries are reportable as occurring to a Railroad Employee 

On Duty (Class A). While the employee parking lot is part of the work 

environment, injuries occurring there would be classified as injuries to Railroad 

Employees Not On Duty (Class B). 

Q14. How do I decide if a case is work-related when the employee is working at 

home or telecommuting from another location? 

A14. Injuries and illnesses that occur while an employee is working at home, including 

work in a home office, will be considered work-related if the injury or illness 

occurs while the employee is performing work for pay or compensation in the 

home, and the injury or illness is directly related to the performance of work 

rather than to the general home environment or setting. For example, if an 

employee drops a box of work documents and injures his or her foot, the case is 

considered work-related. If an employee is injured because he or she trips on the 

family dog while rushing to answer a work phone call, the case is not considered 

work-related. If an employee working at home is electrocuted because of faulty 

home wiring, the injury is not considered work-related. 

Q15. If an employee voluntarily takes work home and is injured while working at 

home, is the case reportable? 

A15. No. Injuries and illnesses occurring in the home environment are only considered 

work-related if the employee is being paid or compensated for working at home 

and the injury or illness is directly related to the performance of the work rather 

than to the general home environment. 

6.7 Determination of New Cases 

You must consider an injury or illness to be a “new case” if: 

1. The person has not previously experienced a reported injury or illness of the same type 

that affects the same part of the body; or 

2. The person previously experienced a reported injury or illness of the same type that 

affected the same part of the body but had recovered completely (all signs and symptoms 

had disappeared) from the previous injury or illness; and an event or exposure in the 

work environment discernibly caused the signs or symptoms to reappear. 
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The following criteria are used for determining whether any injury or illness, including a 

musculoskeletal disorder, is to be treated as a new case or as the continuation of an “old” injury 

or illness. First, if the employee has never had a reported injury or illness of the same type and 

affecting the same part of the body, the case is automatically considered a new case and must be 

evaluated for reportability. This provision will handle the vast majority of injury and illness 

cases, which are new cases rather than recurrences or case continuations. Second, if the 

employee has previously had a reported injury or illness of the same type and affecting the same 

body part, but the employee has completely recovered from the previous injury or illness, and a 

new workplace event or exposure causes the injury or illness (or its signs or symptoms) to 

reappear, the case is a recurrence that the employer must evaluate for reportability. 

When an employer has determined that an employee injury or illness is an old case, the employer 

should review any additional or new information and amend the old records or reports when 

appropriate. If it is a new case, it must be reviewed for reportability. 

6.7.1 Questions and Answers on New Cases 

Q16. How is an employer to determine whether an employee has “recovered 

completely” from a previous injury or illness such that a later injury or 

illness of the same type affecting the same part of the body resulting from an 

event or exposure at work is a new case? If an employee’s signs and 

symptoms disappear for a day and then resurface the next day, should the 

employer conclude that the later signs and symptoms represent a new case? 

A16. An employee has recovered completely from a previous injury or illness, for 

purposes of this section, when he or she is fully healed or cured. The employer 

must use his best judgment based on factors such as the passage of time since the 

symptoms last occurred and the physical appearance of the affected part of the 

body. If the signs and symptoms of a previous injury disappear for a day only to 

reappear the following day, that is strong evidence the injury has not properly 

healed. The employer may, but is not required to, consult a PLHCP. Where the 

employer does consult a PLHCP to determine whether an employee has recovered 

completely from a prior injury or illness, it must follow the PLHCP’s 

recommendation. In the event the employer receives recommendations from two 

or more PLHCPs, the employer may decide which recommendation is the most 

authoritative and report the case based on that recommendation. 

Q17. When an employee experiences the signs or symptoms of a chronic workrelated illness, do I need to consider each recurrence of signs or symptoms to 

be a new case? 

A17. No. For occupational illnesses where the signs or symptoms may recur or 

continue in the absence of an exposure in the workplace, the case must only be 
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reported once. Examples may include occupational cancer, asbestosis, byssinosis, 

and silicosis. 

Q18. When an employee experiences the signs or symptoms of an injury or illness 

as a result of an event or exposure in the workplace, such as an episode of 

occupational asthma, must I treat the episode as a new case? 

A18. Yes. Since the episode or recurrence was caused by an event or exposure in the 

workplace, the incident must be treated as a new case. 

Q19. May I rely on a PLHCP to determine whether a case is a new case or a 

recurrence of an old case? 

A19. You are not required to seek the advice of a PLHCP to determine whether a case 

is new or a recurrence of an old one. However, if you do seek such advice, you 

must follow the PLHCP’s recommendation about whether the case is a new case 

or a recurrence. If you receive recommendations from two or more PLHCPs, you 

must make a decision as to which recommendation is the most authoritative (best 

documented, best reasoned, or most persuasive), and report the case based upon 

that recommendation. If a subsequent physician determines that the condition 

does not exist or is not work-related following a review of the examining 

physician’s tests, notes, diagnosis, etc., then it must be clearly documented why 

the subsequent physician’s findings differ from the original physician. 

6.8 General Reporting Criteria 

FRA’s general reporting criteria for death, injury, or occupational illness is set forth in Chapter 

6.1 of this Guide. 

6.8.1 Questions and Answers on General Reporting Criteria 

Q20. How do I decide if a case meets one or more of the general reporting criteria? 

A20. A work-related injury or illness must be reported if it results in one or more of the 

following: 

 

1. Death. 

2. Days away from work. 

3. Restricted work or transfer to another job. 

4. Medical treatment beyond first aid. 

5. Loss of consciousness. 
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6. A significant injury or illness diagnosed by a PLHCP. 

7. Needlestick or sharps injury. 

8. Medical removal. 

9. Occupational hearing loss. 

10. Occupational tuberculosis. 

11. Musculoskeletal disorder if this disorder is reportable under one or more of 

the general reporting criteria. 

12. Covered data case. 

6.8.2 Questions and Answers on Days Away from Work 

Q21. How do I report a work-related injury or illness that results in day(s) away 

from work? 

A21. When an injury or illness involves 1 or more days away from work, you must 

report the injury or illness on Form FRA F 6180.55a and report the number of 

calendar days away from work in Column 5o. (See definition of “day away from 

work” and the section on counting days away from work and days of restriction.) 

If the employee is out for an extended period of time, you must enter a best faith 

estimate of the day(s) that the employee will be away, and update the day count 

when the actual number of days is known. 

Q22. Do I count the day on which the injury occurred or the illness began? 

A22. No. You begin counting days away from work on the day after the injury 

occurred or the illness began. 

Q23. How do I report an injury or illness when a PLHCP recommends that the 

worker stay at home, but the employee comes to work anyway? 

A23. You must report these injuries and illnesses on Form FRA F 6180.55a. If a 

PLHCP recommends days away, you should encourage your employee to follow 

that recommendation. However, a minimum of 1 day away from work must be 

reported when the injured or ill employee does not follow the PLHCP’s 

recommendation and returns to work. If you receive recommendations from two 

or more PLHCPs, you may make a decision as to which recommendation is the 

most authoritative, and report the case based upon that recommendation. 

Q24. How do I handle a case when a PLHCP recommends that the worker return 

to work, but the employee stays at home for a day anyway? 
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A24. A decision by an employee concerning the care or treatment of his or her own 

condition is not to be considered when deciding to report. If an employee has an 

injury that meets none of the standard criteria for reporting, then an employee’s 

action, e.g., taking OTC medication at prescription strength without proper 

authorization, would not make the injury reportable even if he or she informed his 

or her employer that this level of dosage was used. 

In the situation described, a report would not be made unless the day absent from 

work was approved by the employer as necessary for recovery from an otherwise 

reportable injury, e.g., prescription medication was recommended by a PLHCP. 

If the employee contacted the appropriate official in the company and this official 

authorized the time off because of the injury, then a day away from work is to be 

counted. Authorization may also come from a PLHCP, e.g., he sees his own 

physician the day after the injury and the employer is aware that the doctor 

recommends that the employee take time off to recover. 

Q25. An employee who sustained a work-related bruise on his knee was told by a 

physician not to return to work until undergoing a magnetic resonance 

imaging (MRI). The employee remained off work for some days before the 

procedure could be performed. The MRI showed that no FRA-reportable 

injury occurred. Since no injury occurred, should this case be reported to 

FRA? 

A25. Results of an MRI do not negate the reportability of a physician’s 

recommendation. The case is FRA-reportable based on the physician’s 

recommendation that the employee not return to work before undergoing an MRI 

for his bruised knee. Railroads are instructed on how to record days-away cases 

when a physician or PLHCP recommends that the injured or ill worker stay at 

home or return to work but the employee chooses not to do so. FRA requires 

employers to follow the physician’s or PLHCP’s recommendation when reporting 

a case. For purposes of FRA recordkeeping, the case met the criteria for reporting 

because the employee had sustained a work-related injury—a bruised knee—

involving 1 or more days away from work. The subsequent MRI results do not 

change these facts. Accordingly, the negative results from the MRI results do not 

change the fact that the employee was instructed not to return to work. 

Q26. If an employee who sustains a work-related injury requiring days away from 

work is terminated for drug use based on the results of a post-accident drug 

test, how is the case reported? May the employer stop the day count upon 

termination of the employee for drug use? 

For another injury, it was later established during a hearing that the injury 

was the result of a rules violation on the part of the employee. The employee 
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was terminated because of the rules violation. When do we discontinue the 

counting of days away from work? 

A26. The purpose of counting days away from work is to provide an additional 

measure of the severity of an injury. The employer may stop counting days away 

from work if an employee who is away from work because of an injury or illness 

leaves the company for some reason unrelated to the injury or illness, such as 

retirement or scheduled seasonal layoff. However, when the employer conducts a 

drug test based on the occurrence of an accident resulting in an injury at work and 

subsequently terminates the injured employee, the termination is related to the 

injury. The same is true for discipline involving suspension of duty for a rule 

violation that is imposed following an injury. 

Therefore, you must estimate the number of days in cases such as these where the 

employee would have otherwise been away from work due to the injury, and enter 

that number on Form FRA F 6180.55a. 

Q27. Once I have reported a case involving days away from work, restricted work, 

or medical treatment and the employee has returned to his or her regular 

work or has received the course of recommended medical treatment, is it 

permissible for the me to delete the case based on a company physician’s 

recommendation that the days away from work, work restriction or medical 

treatment were not necessary? 

A27. The initial decision about the need for days away from work, a work restriction, 

or medical treatment is based on the information available, including any 

recommendation by a physician or other licensed health care professional at the 

time the employee is examined or treated. At this time, if you receive 

contemporaneous recommendations from two or more physicians or other 

licensed health care professionals about the need for days away, a work 

restriction, or medical treatment, the employer may decide which 

recommendation is the most authoritative and report the case based on that 

recommendation. However, once the days away from work or work restriction 

has occurred or medical treatment has been given, the employer may not delete 

the case because of a later physician’s conclusion that the days away, restriction 

or treatment was unnecessary. 

Q28. How long must a modification to a job last before it can be considered a 

permanent modification? 

A28. You may stop counting days of restricted work or transfer to another job if the 

restriction or transfer is made permanent. A permanent restriction or transfer is 

one that is expected to last for the remainder of the employee’s career. Where the 
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restriction or transfer is determined to be permanent at the time it is ordered, you 

must count at least 1 day of the restriction and enter “Y” for termination or 

permanent transfer on Form FRA F 6180.55a in Block 5r. If the employee whose 

work is restricted, or who is transferred to another job, is expected to return to his 

or her former job duties at a later date, the restriction or transfer is considered 

temporary rather than permanent. 

Q29. If an employee loses his arm in a work-related accident and can never return 

to his job, how is the case reported? Is the day count capped at 180 days? 

A29. If an employee never returns to work following a work-related injury, the 

employer must enter an estimate of the number of days the employee would have 

required to recuperate from the injury, up to 180 days. 

Q30. How do I count weekends, holidays, or other days the employee would not 

have worked anyway? 

A30. You must count the number of calendar days the employee was unable to work as 

a result of the injury or illness, regardless of whether the employee was scheduled 

to work on those day(s). Weekend days, holidays, vacation days or other days off 

are included in the total number of days reported if the employee would not have 

been able to work on those days because of a work-related injury or illness. 

Q31. How do I report a case in which a worker is injured or becomes ill on a 

Friday and reports to work on a Monday, and was not scheduled to work on 

the weekend? 

A31. You need to report this case only if you receive information from a PLHCP 

indicating that the employee should not have worked, or should have performed 

only restricted work, during the weekend. If so, you must report the injury or 

illness as a case with days away from work or restricted work, and enter the day 

counts, as appropriate. 

Q32. How do I report a case in which a worker is injured or becomes ill on the day 

before scheduled time off such as a holiday, a planned vacation, or a 

temporary plant closing? 

A32. You need to report a case of this type only if you receive information from a 

PLHCP indicating that the employee should not have worked, or should have 

performed only restricted work, during the scheduled time off. If so, you must 

report the injury or illness as a case with days away from work or restricted work, 

and enter the day counts, as appropriate. 
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Q33. Is there a limit to the number of days away from work I must count? 

A33. Yes. You may “cap” the total days away at 180 calendar days. You are not 

required to keep track of the number of calendar days away from work if the 

injury or illness resulted in more than 180 calendar days away from work and/or 

days of job transfer or restriction. In such a case, entering 180 in the total days 

away column will be considered adequate. 

Q34. May I stop counting days if an employee who is away from work because of 

an injury or illness retires or leaves my company? 

A34. Yes. If the employee leaves your company for some reason unrelated to the 

injury or illness, such as retirement, a plant closing, or to take another job, you 

may stop counting days away from work or days of restriction/job transfer. If the 

employee leaves your company because of the injury or illness, you must estimate 

the total number of days away or days of restriction or job transfer and enter the 

day count on Form FRA F 6180.55a. 

Q35. If a case occurs during 1 year but results in days away during the next 

calendar year, do I report the case in both years? 

A35. No. You only report the injury or illness once. You must enter the number of 

calendar days away for the injury or illness on Form FRA F 6180.55a for the year 

in which the injury or illness occurred. If the employee is still away from work 

because of the injury or illness at the time you are doing your initial closing out of 

the calendar year (by April 15), you must provide a best faith estimate of the total 

number of calendar days you expect the employee to be away from work, and file 

a corrected copy of Form FRA F 6180.55a if the 180-day cap has not been 

reached. 

6.9 Restricted Work 

An employee’s work is considered restricted when, as a result of a work-related injury or illness, 

1) a PLHCP recommends that the employee not perform one or more of the routine functions of 

his or her job (job functions that the employee regularly performs at least once per week), or not 

work the full workday that he or she would otherwise have been scheduled to work; or 2) the 

employer keeps the employee from performing one or more of the routine functions of his or her 

job, or from working the full workday that he or she would otherwise have been scheduled to 

work. 
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6.9.1 Questions and Answers on Restricted Work 

Q36. How do I report a work-related injury or illness that results in restricted 

work or job transfer? 

A36. When an injury or illness involves restriction of routine work functions as a 

described in (1) of the first paragraph of this section, the case is reportable as one 

resulting in restriction, and a count of restricted days must be maintained. If the 

injury or illness was not reportable under (1), but met any other reporting criteria, 

i.e., medical treatment; then, any restricted days that result as described in (2) 

must be recorded, unless the count of these days is subject to other limitations, 

e.g., see Q42 and A42 in this section. You must report the number of qualifying 

restricted or transferred days in the restricted workdays, Column 5p. 

Q37. How do I decide if the injury or illness resulted in restricted work? 

A37. Restricted work occurs when, as the result of a work-related injury or illness: 

1. You keep the employee from performing one or more of the routine functions 

of his or her job, or from working the full workday that he or she would 

otherwise have been scheduled to work; or 

2. A PLHCP recommends that the employee not perform one or more of the 

routine functions of his or her job, or not work the full workday that he or she 

would otherwise have been scheduled to work. 

An employee’s routine functions are those work activities the employee regularly 

performs at least once per week. 

Q38. An employee hurts his or her left arm and is told by the doctor not to use the 

left arm for a week. The employee is able to perform all of his or her routine 

job functions using only the right arm (though at a slower pace and the 

employee is never required to use both arms to perform his or her job 

functions). Would this be considered restricted work? 

A38. No. If the employee is able to perform all of his or her routine job functions 

(activities the employee regularly performs at least once per week), the case does 

not involve restricted work. Loss of productivity is not considered restricted work 

for FRA’s reporting purposes. 

Q39. Do I have to report restricted work or job transfer if it applies only to the 

day on which the injury occurred or the illness began? 
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A39. No. You do not have to report restricted work or job transfers if you, or the 

PLHCP, imposes the restriction or transfer only for the day on which the injury 

occurred or the illness began. 

Q40. If the railroad or a PLHCP recommends a work restriction, is the injury or 

illness automatically reportable as a “restricted work” case? 

A40. No. A recommended work restriction is reportable only if it affects one or more 

of the employee’s routine job functions. To determine whether this is the case, 

the employer must evaluate the restriction in light of the routine functions of the 

injured or ill employee’s job. If the restriction from you or the PLHCP keeps the 

employee from performing one or more of his or her routine job functions, or 

from working the full workday that the injured or ill employee would otherwise 

have worked, the employee’s work has been restricted and the employer must 

report the case. For example, if the PLHCP restricts the employee from lifting 

heavy objects, but the employee’s job never requires the lifting of heavy objects, 

then there has been no restriction imposed that involves the employee’s routine 

job functions. (An employee’s routine functions are those work activities the 

employee regularly performs at least once per week.) 

Q41. What do I do if a PLHCP recommends a job restriction meeting FRA’s 

definition, i.e., limits routine job functions, but the employee does all of his or 

her routine job functions anyway? 

A41. You must report the injury or illness on Form FRA F 6180.55a as a restricted 

work case. If a PLHCP recommends a job restriction, you should ensure that the 

employee complies with that restriction. (This language is purely advisory and 

does not impose an enforceable duty upon employers to ensure that employees 

comply with the recommended restriction.) If you receive recommendations from 

two or more PLHCPs, you may make a decision as to which recommendation is 

the most authoritative, and report the case based upon that recommendation. In 

the absence of conflicting opinions from two or more health care professionals, 

the employer ordinarily must record the case if a health care professional 

recommends a work restriction involving the employee’s routine job functions. 

See Section 6.4, of this Guide, on Covered Data. 

Q42. One of our employees experienced minor musculoskeletal discomfort. The 

health care professional who examined the employee only provided first aid 

treatment. In addition, it was determined that the employee is fully able to 

perform all of her routine job functions. When the employee returned to 

work, we decided to limit the duties of the employee for the purpose of 

preventing a more serious condition from developing. Is this a restricted 

work case? 
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A42. No. Since the minor musculoskeletal discomfort has not met any of the general 

criteria, e.g., medical treatment; the employer’s decision to impose a work 

restriction following such minor musculoskeletal discomfort would not make this 

a restricted work case. 

Q43. Will the determination of whether or not a case involves restriction always be 

made by the medical professional who examines an employee? 

A43. No. Day(s) of restriction also occur if the employer restricts one or more of the 

employee’s routine job functions in connection with an otherwise reportable case. 

For example, an employee sustains an injury and is given a prescription to take 

for a few days. The doctor tells the employee that he can return to work. The 

employee’s routine job duties involve operating equipment. The employer does 

not allow the employee to operate the machinery he normally would because of 

concerns about the effects of the medication, and instead has the employee 

perform an inventory. This would be a restricted work case. 

Q44. Do I have to report a day of restriction if an employee fails to follow a 

PLHCP’s recommended work restriction? 

A44. You should ensure that the employee complies with the recommended restriction. 

In the absence of conflicting opinions from two or more health care professionals, 

the employer must report 1 day of restriction if a professional recommends a work 

restriction involving the employee’s routine job functions, and if a day away from 

work has not already occurred. See Section 6.4, of this Guide, on Covered Data. 

Q45. How do I report a case where the worker works only for a partial work shift 

because of a work-related injury or illness? 

A45. A partial day of work is reported as a day of job transfer or restriction for 

recordkeeping purposes, except for the day on which the injury occurred or the 

illness began. 

Q46. If the injured or ill worker produces fewer goods or services than he or she 

would have produced prior to the injury or illness, but otherwise performs 

all of the routine functions of his or her work, is the case considered a 

restricted work case? 

A46. No. The case is considered restricted work only if the worker does not perform 

all of the routine functions of his or her job or does not work the full shift that he 

or she would otherwise have worked. 
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Q47. How do I handle vague restrictions from a PLHCP, such as that the 

employee engage only in “light duty” or “take it easy for a week?” 

A47. If you are not clear about the PLHCP’s recommendation, you may ask that person 

whether the employee can do all of his or her routine job functions and work all of 

his or her normally assigned work shift. If the answer to both of these questions 

is “Yes,” then the case does not involve a work restriction and does not have to be 

reported as such. If the answer to one or both of these questions is “No,” the case 

involves restricted work and must be reported as a restricted work case. If you are 

unable to obtain this additional information from the PLHCP who recommended 

the restriction, report the injury or illness as a case involving restricted work. 

Q48. If an employee who routinely works 10 hours a day is restricted from 

working more than 8 hours following a work-related injury, is the case 

reportable? 

A48. Generally, the employer must report any case in which an employee’s work is 

restricted because of a work-related injury. A work restriction occurs when the 

employer keeps the employee from performing one or more routine functions of 

the job, or from working the full workday the employee would otherwise have 

been scheduled to work. The case in question is reportable if the employee 

presumably would have worked 10 hours had he or she not been injured. 

Q49. An employee was injured at work and work-relatedness is established for 

reporting purposes. The employee was not able to drive himself to work. 

The employee may have had a cast or splint on, arm in a sling, using 

crutches, or leg immobilized, etc. The railroad had work the employee could 

have done, if the employee could have gotten to work. The employee stated 

he was not able to drive. Prior to the injury, the employee drove himself to 

work every day. He was not in a car pool and didn’t catch a ride with coworkers, etc. Would this case be a days-away-from-work case or a restricted 

work activity case? If the railroad provided transportation (even though not 

required by the regulation to do so), could the company count the days as 

restricted or must they still count the days as days away from work? Would 

the answer be the same if the employee’s doctor wrote a restriction of “no 

driving” but the company says “the employee can get a ride with someone 

else; we have work available”? 

What if an employee is injured and is placed under a work restriction by a 

physician; however, the railroad does not have any available restricted work 

for a period of time? 
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A49. If the employee does not make it to work, the case must be reported as a case 

involving days away from work. If the employee is driven to work by the 

railroad, or anyone else, and the employee performs restricted work, the case must 

be reported as a case involving restricted work activity. If a PLHCP places the 

employee under a work restriction, but the employer has no available restricted 

work, then this would be reported as a case involving days away from work. 

Q50. How do I decide if an injury or illness involved a transfer to another job? 

A50. If you assign an injured or ill employee to a job other than his or her regular job 

for part of the day, the case involves transfer to another job. 

 Note: This does not include the day on which the injury or illness occurred. 

Q51. Are transfers to another job reported in the same way as restricted work 

cases? 

A51. Yes. Both job transfers and restricted work cases are reported on Form FRA 

F 6180.55a. For example, if you assign, or a PLHCP recommends that you 

assign, an injured or ill worker to his or her routine job duties for part of the day 

and to another job for the rest of the day, the injury or illness involves a job 

transfer. You must report an injury or illness that involves a job transfer by 

placing a “Y” (for yes) in the box for job transfer, 5r. 

Q52. How do I count days of job transfer or restriction? 

A52. You count days of job transfer or restriction in the same way you count days away 

from work. The only difference is that if you permanently assign the injured or ill 

employee to a job that has been modified or permanently changed in a manner 

that eliminates the routine functions the employee was restricted from performing, 

you may stop the day count when the modification or change is made permanent. 

You must count at least 1 day of restricted work or job transfer for such cases. 

6.9.2 Counting Days Away from Work and Days of Restriction 

FRA needs a count of the days an employee is away from work and/or restricted while at work 

because of an injury or occupational illness for classification of the severity of the injury/illness 

and for other purposes. 

Day away from work is defined at § 225.5. 

Day of restricted work activity is defined at § 225.5. 
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Frequently, an employee’s condition is such that it will result in lost or restricted days extending 

beyond the 30-day filing deadline. If this occurs, you must make a good faith estimate of the 

additional number of days that may accrue for the case and record this on the initial Form FRA 

F 6180.55a. A record of the actual count of these days must be maintained for the affected 

employee. After the employee returns to work at full capacity, or the actual days exceeds the 

original estimate, a corrected report must be submitted that shows the actual count of days if 

these are significantly different from the original estimate. A significant difference in this 

context is a variance of 10 percent or more between the number of days that has been reported 

and the count that you maintain in your records. 

When reporting the count of days, the following guidelines are to be followed: 

1. The day of the accident/incident is not to be included in either count. 

2. If it is necessary, during a workday, for an employee to have a followup 

examination or receive additional medical care, etc., the time spent going to and coming 

from such an appointment is not considered restricted time. If the employee was not 

already on restricted duty prior to going to or upon returning from such visits a day of 

restriction need not be charged. If the employee does not report to work at all on such 

days, a day away from work has occurred. 

3. If an employee takes off to see a physician for an initial evaluation after the day of an 

injury/illness, and provided that none of the reportability criteria is met, a day away from 

work is not to be charged, since there has not been a reportable condition. 

4. Damage to an employee’s personal effects, such as eye glasses, hearing aids, or dentures, 

is not by itself reportable. If a reportable injury did not also occur, the work days lost 

while awaiting repair or replacement of these articles are not to be charged. 

6.10 Exceptions to Medical Treatment (First Aid) 

“Medical treatment” is the management and care of a patient to combat disease or a disorder. 

For the purposes of Part 225, medical treatment does not include: 

1. Visits to a PLHCP solely for observation or counseling; 

2. The conduction of diagnostic procedures, such as x-rays and blood tests, including the 

administration of prescription medications used solely for diagnostic purposes (e.g., eye 

drops to dilate pupils); or 

3. “First aid treatment.” The following is a comprehensive list of first aid treatment.” If the 

treatment given is not on this list, it is considered to be “medical treatment.” For the 

purposes of Part 225, “First aid” means the following: 
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a. Using a nonprescription medication at nonprescription strength. (For medications available 

in both prescription and non-prescription form, a recommendation by a PLHCP to use 

a non-prescription medication at prescription strength is considered medical treatment 

for recordkeeping and reporting purposes.) 

b. Administering tetanus immunizations. (Other immunizations, such as Hepatitis B vaccine 

or rabies vaccine, are considered medical treatment.) 

c. Cleaning, flushing, or soaking wounds on the surface of the skin. 

d. Using wound coverings such as bandages, Band-AidsTM, gauze pads, etc.; or using butterfly 

bandages or Steri-StripsTM. (Other wound-closing devices, such as sutures, staples, or 

surgical glues, are considered medical treatment.) 

e. Using hot or cold therapy, e.g., heating pads or ice packs. 

f. Using any non-rigid means of support such as elastic bandages, wraps, non-rigid back belts, 

etc. (Devices with rigid stays or other systems designed to immobilize parts of the body 

are considered medical treatment for recordkeeping and reporting purposes.) 

g. Using temporary immobilization devices while transporting an accident victim (e.g., splints, 

slings, neck collars, back boards, etc.). 

h. Drilling of a fingernail or toenail to relieve pressure, or draining fluid from a blister. 

i. Using eye patches. 

j. Removing foreign bodies from the eye using only irrigation or a cotton swab. 

k. Removing splinters or foreign material from areas other than the eye by irrigation, tweezers, 

cotton swabs, or other simple means. 

l. Using finger guards. 

m. Using massages. (Any other physical therapy, other than that identified as first aid, 

provided by a PLHCP or administered under the supervision of a PLHCP, and 

chiropractic treatment are considered medical treatment for recordkeeping and 

reporting purposes. Examples include acupuncture and electronic stimulation.)

n. Drinking non-prescription fluids for relief of heat-related conditions. 

o. Pre-hospital protocol. (During transport, the injured person may be restrained with a 

body board or neck brace, they may receive oxygen, or they may have an IV needle 

inserted. These pre-hospital protocol procedures are generally considered to be first 

aid as long as they are performed without symptoms being exhibited that would 

specifically require such treatment. See “Q&A” 65 and 66, below, for additional 

guidance.) 

Note: A case involving first-aid treatment must be further evaluated to determine if any of the 

other reporting criteria are met. For example, for some employees, the application of an 
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eye patch may restrict the employees’ ability to perform their routine job functions. The 

case then becomes reportable on the basis of restriction of work or transfer to another job. 

6.10.1 Questions and Answers on First Aid 

Q53. Is a physical therapist considered a “health care professional” under the 

definition of health care professional? 

A53. Yes. A physical therapist’s license allows him or her to independently perform, 

or be delegated the responsibility to perform, physical therapy. 

Q54. Are any other procedures included in first aid? 

A54. No. This Guide has provided a complete list of all treatments considered to be 

first aid for Part 225 purposes. 

Q55. An extra gang laborer was clearing an overgrown area of soil, gravel, and 

weeds. In doing so, he disrupted a yellow jacket nest, receiving multiple 

stings to the hand, arm, ear, neck, and back areas. The employee was 

immediately driven to a local clinic and seen by a physician. The employee 

received injections of BenadrylTM and Kenalog and was advised to apply ice 

packs, drink fluids, and rest. 

In two separate communications, a second physician, while admitting that 

the treating physicians’ use of BenadrylTM and Kenalog injections was 

“within the standard of care” for the injury suffered, went on to state that 

“many providers would have instead offered oral diphenhydramine 

(BenadrylTM) and topical triamcinalone (Kenalog).” In other words, the 

second physician stated that the injury could have been treated by 

administering first aid, and, therefore could have resulted in a nonreportable injury. 

Since the second physician said the employee could have been effectively 

treated by first aid treatment, do we need to report? 

In addition, some of our employees carry a bee-sting kit and do their own 

injections. When this occurs, do we need to report? 

A55. A work-related injury or illness must be recorded on the Railroad Employee 

Injury and/or Illness Record, Form FRA F 6180.98, and reported on Form FRA F 

6180.55a, if it results in death, days away from work, restricted work or transfer 

to another job, medical treatment beyond first aid, loss of consciousness, or 

diagnosis of a serious injury or illness. Medical treatment is generally recognized 
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to be “the management and care of a patient to combat disease or disorder.” First 

aid (see section, of this FRA Guide, on First Aid and Medical Treatment) does not 

fall within the definition of medical treatment. However, all prescription 

medications, even those given as a single dose, are medical treatment. 

In certain circumstances, FRA’s requirements permit a railroad to choose between 

two conflicting or differing medical recommendations. When employees receive 

contemporaneous recommendations (at the same time) from two or more PLHCPs 

about the need for medical treatment, employers may decide which 

recommendation is the most authoritative and report the case based on that 

recommendation. However, once medical treatment is provided for a workrelated injury or illness, the case is reportable. 

In regard to the question of self-injection, the answer is “Yes,” this must be 

reported. If prescription medication is authorized for use by a PLHCP, it makes 

no difference who administers the medication. 

Q56. Are surgical glues used to treat lacerations considered “first aid?” 

A56. No. Surgical glue is a wound-closing device. All wound-closing devices, except 

for butterfly bandages and Steri-StripsTM, are by definition “medical treatment” 

because they are not included on the first-aid list. 

Q57. The PLHCP used liquid bandages on a wound; is this medical treatment or 

first aid? 

A57. The concept that underlies the medical treatment vs. first aid distinction made 

between this type of treatment centers around the basic difference between wound 

coverings and wound closures using OTC vs. wound closures that are typically 

performed by a PLHCP. Using wound coverings, such as bandages (including 

liquid bandages), Band-AidsTM, gauze pads, butterfly bandages or Steri-StripsTM 

are deemed to be first aid treatment. The use of sutures, staples, and special 

bonding glues used by a PLHCP are considered medical treatment. 

Q58. Is the use of a rigid finger guard considered first aid? 

A58. Yes. The use of finger guards is always first aid. 

Q59. If prescription medications are prescribed as “PRN” (per required need), is 

it reportable if the patient does not take or use the prescribed medicine? 

A59. FRA has decided to retain its longstanding policy of requiring the reporting of 

cases in which a healthcare professional issues a prescription, regardless of 
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whether that prescription is filled or actually taken by the employee. A patient’s 

refusal of the medication does not alter the fact that, in the healthcare 

professional’s judgment, the case warrants medical treatment. In addition, a rule 

that relied on whether a prescription is filled or taken, rather than on whether the 

medicine was prescribed, would create administrative difficulties for employers, 

because such a rule would mean that the employer would have to investigate 

whether a given prescription had been filled or whether the medicine had actually 

been used. Also, many employers and employees may consider an employer’s 

inquiry about the filling or taking of a prescription to be an invasion of the 

employee’s privacy. 

Q60. The employee visited a PLHCP due to an on-the-job injury. The PLHCP 

issued a single dose medication and no prescription was written. The 

medication was to be taken only if needed (PRN). The employee chose not to 

take the medication. Is this case FRA-reportable? 

A60. Prescription medications, whether given once or over a longer period of time, are 

not included in the list of first-aid treatments. FRA believes that the use of 

prescription medications is not first aid, because prescription medications are 

powerful substances that can only be prescribed by a PLHCP. The availability of 

these substances is carefully controlled and limited, because they must be 

prescribed and administered by a highly trained and knowledgeable professional. 

Medications classified as first aid are only when employees use a nonprescription 

medication at nonprescription strength. (For medications available in both 

prescription and non-prescription form, a recommendation by a PLHCP to use a 

non-prescription medication at prescription strength is considered medical 

treatment for recordkeeping purposes). 

FRA maintains its longstanding policy of requiring the reporting of cases in which 

a healthcare professional issues a prescription or dispenses a single dose, whether 

that prescription is filled or not. Medical treatment includes treatment that is used 

as well as those that should have been used. The patient’s acceptance or refusal 

of the treatment does not alter the fact that, in the healthcare professional’s 

judgment, the case warranted a script for the issuance of prescription medicine. 

For these reasons, the new recordkeeping rule continues FRA’s longstanding 

policy of considering the recommendation of prescription medication as medical 

treatment, regardless of the reason it is prescribed. 

Q61. For medications such as Ibuprofen that are available in both prescription 

and non-prescription form, what is considered to be prescription strength? 

How is an employer to determine whether a non-prescription medication has 

been recommended at prescription strength? 
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A61. The prescription strength of such medications is determined by the measured 

quantity of the therapeutic agent to be taken at one time, i.e., a single dose. The 

single dosages that are considered prescription strength for four common OTC 

drugs are: 

• Ibuprofen (such as AdvilTM) - Greater than 467 mg 

• Diphenhydramine (such as BenadrylTM) - Greater than 50 mg 

• Naproxen Sodium (such as AleveTM) - Greater than 220 mg 

• Ketoprofen (such as Orudus KTTM) - Greater than 25 mg 

To determine the prescription-strength dosages for other drugs that are available 

in prescription and non-prescription formulations, the employer should contact the 

U.S. Food and Drug Administration, a local pharmacist, or a physician. 

Q62. “Removing splinters or foreign material from areas other than the eye by 

irrigation, tweezers, cotton swabs, or other simple means...” What are 

“other simple means” of removing splinters that are considered first aid? 

A62. “Other simple means” of removing splinters, for purposes of the definition of 

“first aid,” means methods that are reasonably comparable to the listed methods. 

Using needles, pins, or small tools, e.g., nail clippers or manicure scissors, to 

extract splinters would generally be included. 

Q63. Does the professional status of the person providing the treatment have any 

effect on what is considered first aid or medical treatment? 

A63. No. FRA considers the treatments listed above to be first aid regardless of the 

professional status of the person providing the treatment. Even when these 

treatments are provided by a PLHCP, they are considered first aid for the 

purposes of Part 225. Similarly, FRA considers treatment beyond first aid to be 

medical treatment even when it is provided by someone other than a PLHCP. 

Q64. If an employee is exposed to chlorine or some other substance at work and 

oxygen is administered as a precautionary measure, is the case reportable? 

A64. It is often a standard procedure of emergency rescue teams to administer 

preventive treatment, such as oxygen, or apply an intravenous (IV) saline solution 

while a patient is being transported to a medical facility for further evaluation. 

Such preventive treatment does not make the incident reportable. If oxygen is 

administered as a purely precautionary measure to an employee who does not 

exhibit any signs or symptoms of an injury or illness, the case is not reportable. If 
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the employee exposed to a substance exhibits symptoms of an injury or illness, 

the administration of oxygen makes the case reportable. 

Q65. During transport to the hospital, the Emergency Medical Team may perform 

some precautionary procedures that could be considered beyond first aid. Is 

this reportable? 

A65. Emergency transport is considered first aid. During transport, the injured person 

may be restrained with a body board, neck brace, receive oxygen, or have an IV 

needle inserted. These pre-hospital protocol procedures are generally considered 

to be first aid as long as they are performed without signs or symptoms being 

exhibited that would specifically require such treatment. As in the previous 

question, if the person is not being treated for dehydration or some other condition 

that requires a saline IV, then simply receiving a saline IV as a precautionary 

measure is considered to be first aid. 

The use of casts, splints, or orthopedic devices designed to immobilize an injured 

body part to permit it to rest and recover is considered medical treatment. The use 

of temporary immobilization devices while transporting an accident victim (e.g., 

splints, slings, neck collars, back boards) is precautionary in nature, and their use 

is to avoid exacerbation of a condition that may or may not exist. In these 

specific situations, a splint or other device is used as temporary first-aid treatment, 

may be applied by non-licensed personnel using common materials at hand, and 

often does not reflect the severity of the injury. If following an examination it is 

determined that continued use of the immobilization device is warranted, then the 

case is reportable. 

Q66. Item (n) on the first aid list is “drinking non-prescription fluids for relief of 

heat-related conditions.” Does this include administering IV fluids? 

A66. No. IV administration of fluids to treat work-related heat-related conditions is 

medical treatment. 

Q67. What makes a heatstroke or heat exhaustion reportable? How is it reported? 

A67. Heatstroke is similar to heat cramps and heat exhaustion, but can have much more 

severe consequences. It is one of the heat-related problems that often result from 

heavy work in hot environments, usually accompanied by inadequate fluid intake. 

Older adults, people who are obese, and people born with an impaired ability to 

sweat are at high risk of heatstroke. Other risk factors include dehydration, 

alcohol use, cardiovascular disease, and the use of certain medications. 
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What makes heatstroke much more severe and potentially life-threatening is that 

the body’s normal mechanisms for dealing with heat stress, such as sweating and 

temperature control, are lost. The main sign of heatstroke is a markedly elevated 

body temperature—generally greater than 104° F—with changes in mental status 

ranging from personality changes to confusion and coma. Skin may be hot and 

dry, although in heatstroke caused by exertion, the skin is usually moist. 

Different people may have different signs or symptoms of heatstroke and other 

heat-related disorders, e.g., heat exhaustion due to dehydration. But common 

signs or symptoms include: 

• Rapid heartbeat 

• Absence of sweating 

• Hot red or flushed dry skin 

• Rapid and shallow breathing 

• High body temperature 

• Rapid pulse 

• Elevated or lowered blood pressure 

• Headache 

• Irritability 

• Confusion 

• Unconsciousness 

In cases of mild dehydration, simple rehydration is recommended by drinking 

fluids. Many sports drinks on the market effectively restore body fluids, 

electrolytes, and salt balance. Drinking non-prescription fluids for relief of heatrelated conditions is first-aid treatment. 

For moderate to severe dehydration, IV fluids may be required. Cases of serious 

dehydration should be treated as medical emergencies, and hospitalization, along 

with IV fluids, is necessary. Immediate action should be taken. IV administration 

of fluids to treat heat-related conditions is medical treatment and reportable. 

As in any evaluation of a workplace injury or illness, a determination must be 

made as to work-relatedness. If the injury or illness is work-related, then to be 

reportable it must meet the one of the requirements set forth in § 225.19. 

Heatstroke/sunstroke is reported in Block 5i of Form FRA F 6180-55a as Code 

1141, and heat exhaustion as Code 1144; see Injury and Illness Codes in 

Appendix E to this Guide. 
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Q68. What if a PLHCP recommends medical treatment but the employee does not 

follow the recommendation? 

A68. If a PLHCP recommends medical treatment, you should encourage the injured or 

ill employee to follow that recommendation. However, you must report the case 

even if the injured or ill employee does not follow the PLHCP’s recommendation; 

the fact that there was a recommendation triggers the duty to report. 

Q69. Is every work-related injury or illness case involving a loss of consciousness 

reportable? 

A69. Yes. You must report a work-related injury or illness if the worker becomes 

unconscious, regardless of the length of time the employee remained unconscious. 

Q70. What is a “significant” diagnosed injury or illness that is reportable under 

the general criteria even if it does not result in death, days away from work, 

restricted work or job transfer, medical treatment beyond first aid, or loss of 

consciousness? 

A70. Work-related cases involving cancer, chronic irreversible disease, a fractured or 

cracked bone, or a punctured eardrum must always be reported under the general 

criteria at the time of diagnosis by a PLHCP. 

Q71. We had a case of an employee on-duty who fell approximately 4 feet from a 

platform and landed on his back on a concrete area. He was immediately 

taken to the emergency room, and the doctor prescribed a prescription 

medication for pain, making a notation on the medical documentation. 

Before writing out the actual prescription, the employee refused the 

prescription medication. The doctor marked out the prescription medication 

on the medical documentation with the notation “employee refused.” The 

doctor then prescribed an OTC medication for the employee. Would 

medical treatment, and thus reportability, be involved in this case? 

A71. In conformity with OSHA, FRA believes that the use of prescription medications 

is not first aid because prescription medications are powerful substances that can 

only be prescribed by a PLHCP. The availability of these substances is carefully 

controlled and limited because they must be prescribed and administered by a 

highly trained and knowledgeable professional. OSHA and FRA maintain their 

longstanding policy of requiring the recording and reporting of cases in which a 

healthcare professional issues a prescription, whether that prescription is filled or 

not. Medical treatment includes treatment that is used as well as those that should 

have been used. The patient’s acceptance or refusal of the treatment does not 

alter the fact that, in the healthcare professional’s judgment, the case warranted a 
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script for the issuance of prescription medicine. For these reasons, FRA continues 

to be in conformity with OSHA’s longstanding policy of considering the use of 

prescription medication as medical treatment, regardless of the reason it is 

prescribed. 

6.11 Reporting Requirements for Significant Injury or Illness to Railroad Employees 

A significant injury to or significant illness of a railroad employee diagnosed by a 

physician or other licensed healthcare professional must be reported even if the injury or 

illness does not result in death, a day away from work, restricted work activity or job 

transfer, medical treatment, or loss of consciousness. See § 225.19(d)(2)(ii) and (d)(5). 

FRA believes that most significant injuries and illnesses will result in one or more of the 

following: 

For any person: 

1. Death. 

2. Medical treatment beyond first aid. 

3. Loss of consciousness. 

For railroad employees: 

1. Days away from work. 

2. Restricted work or transfer to another job. 

However, there are some significant injuries, such as a punctured eardrum or a fractured toe or 

rib, for which neither medical treatment nor work restrictions may be recommended. In addition, 

there are some significant progressive diseases, such as byssinosis, silicosis, and some types of 

cancer, for which medical treatment or work restrictions may not be recommended at the time of 

diagnosis but are likely to be recommended as the disease progresses. FRA believes that cancer, 

chronic irreversible diseases, fractured or cracked bones, and punctured eardrums are generally 

considered significant injuries and illnesses, and must be reported at the initial diagnosis even if 

medical treatment or work restrictions are not recommended, or are postponed, in a particular 

case. See § 225.5 for definitions of “Significant Illness” and “Significant Injury.” 

6.12 Reporting Requirements for Specific Case Criteria 

An illness or injury that meets the application of any of the following specific case criteria is 

reportable: 

(i) A needlestick or sharps injury to a railroad employee; 

(ii) Medical removal of a railroad employee; 
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(iii) Occupational hearing loss of a railroad employee; 

(iv) Occupational tuberculosis of a railroad employee; or 

(v) A musculoskeletal disorder of a railroad employee if this disorder is independently 

reportable under one or more of the general reporting criteria. 

See § 225.19(d)(1)–(6). 

6.12.1 Reporting Criteria for Needlestick and Sharps Injuries 

You must report all work-related needlestick injuries and cuts from sharp objects that are 

contaminated with another person’s blood or other potentially infectious material (as defined by 

29 CFR 1910.1030). “Sharps” are any contaminated objects that can penetrate the skin, 

including, but not limited to: needles, scalpels, broken glass, broken capillary tubes, and 

exposed ends of dental wires. You must report the case on Form FRA F 6180.55a as an injury. 

Questions and Answers on Needlesticks and Sharps 

Q72. What does “other potentially infectious material” mean? 

A72. Other potentially infectious material (OPIM): For purposes of employee injury 

illness reporting, this term has the same meaning as in OSHA’s bloodborne 

pathogens standard at 29 CFR § 1910.1030, as amended, which on the date of 

issuance of this Reporting Guide defines OPIM as: 

(1) The following human body fluids: semen, vaginal secretions, cerebrospinal 

fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic 

fluid, saliva in dental procedures, any body fluid that is visibly contaminated 

with blood, and all body fluids in situations where it is difficult or impossible 

to differentiate between body fluids; 

(2) Any unfixed tissue or organ (other than intact skin) from a human (whether 

living or dead); and 

(3) Human immunodeficiency virus (HIV)-containing cell or tissue cultures, 

organ cultures, and HIV- or hepatitis B virus (HBV)-containing culture 

medium or other solutions; and blood, organ, or other tissues from 

experimental animals infected with HIV or HBV. 

Q73. Does this mean that I must report all cuts, lacerations, punctures, and 

scratches? 

 

A73. No. You need to report cuts, lacerations, punctures, and scratches only if they are 

work-related and involve contamination with another person’s blood or other 

potentially infectious material. If the cut, laceration, or scratch involves a clean 

object, or a contaminant other than blood or other potentially infectious material, 
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you need to report the case only if it meets one or more of the general reporting 

criteria. 

Q74. If I report an injury and the employee is later diagnosed with an infectious 

bloodborne disease, do I need to update Form FRA F 6180.55a report? 

A74. Yes. You must update the classification of the case on a corrected Form FRA 

F 6180.55a if the case results in death, days away from work, restricted work, or 

job transfer. You must also update the description to identify the infectious 

disease and change the classification of the case from an injury to an illness. 

Q75. What if one of my employees is splashed or exposed to blood or other 

potentially infectious material without being cut or scratched? Do I need to 

report this incident? 

A75. You need to report such an incident on Form FRA F 6180.55a as an illness if: 

(1) It results in the diagnosis of a bloodborne illness, such as HIV, hepatitis B, or 

hepatitis C; or 

(2) It meets one or more of the general reporting criteria. 

6.12.2 Reporting Criteria for Cases Involving Medical Removal 

If an employee is medically removed under the medical surveillance requirements of an OSHA 

standard, you must report the case. 

You must report each medical removal case as either a case involving days away from work or a 

case involving restricted work activity, depending on how you decide to comply with the 

medical removal requirement. If the medical removal is the result of a chemical exposure, you 

must report the case as one involving “poisoning.” 

Questions and Answers on Medical Removal 

Q76. Do all of OSHA’s standards have medical removal provisions? 

A76. No. Some OSHA standards, such as the standards covering bloodborne 

pathogens and noise, do not have medical removal provisions. Many OSHA 

standards that cover specific chemical substances have medical removal 

provisions. These standards include, but are not limited to, lead, cadmium, 

methylene chloride, formaldehyde, and benzene. 

Q77. Do I have to report a case where I voluntarily removed the employee from 

exposure before the medical removal criteria in an OSHA standard are met? 
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A77. No. If the case involves voluntary medical removal before the medical removal 

levels required by an OSHA standard are reached, you do not need to report the 

case. 

6.12.3 Reporting Criteria for Cases Involving Occupational Hearing Loss 

Basic requirement. If an employee’s hearing test (audiogram) reveals that the employee has 

experienced a work-related standard threshold shift (STS) in hearing in one or both ears, and the 

employee’s total hearing level is 25 dB or more above audiometric zero (averaged at 2,000; 

3,000; and 4,000 Hz) in the same ear(s) as the STS, the case must be reported on Form FRA F 

6180.55a. 

Questions and Answers on Occupational Hearing Loss 

Q78. How do I determine whether an STS has occurred? 

A78. An STS is defined in the occupational noise exposure standard at 29 CFR 

§ 1910.95(g)(10)(i), as a change in hearing threshold, relative to the baseline 

audiogram for that employee, of an average of 10 dB or more at 2,000; 3,000; and 

4,000 Hz in one or both ears. 

STS. If the employee has never previously experienced a reportable hearing loss, 

you must compare the employee’s current audiogram with that employee’s 

baseline audiogram. If the employee has previously experienced a reportable 

hearing loss, you must compare the employee’s current audiogram with the 

employee’s revised baseline audiogram (the audiogram reflecting the employee’s 

previous reportable hearing loss case). 

25-dB loss. Audiometric test results reflect the employee’s overall hearing 

ability in comparison to audiometric zero. Therefore, using the employee’s 

current audiogram, you must use the average hearing level at 2,000; 3,000; and 

4,000 Hz to determine whether the employee’s total hearing level is 25 dB or 

more. 

Q79. May I adjust the audiogram results to reflect the effects of aging on hearing? 

 

A79. Yes. When you are determining whether an STS has occurred, you may ageadjust the employee’s current audiogram results by using Tables F-1 or F-2, as 

appropriate, in Appendix F of 29 CFR 1910.95. You may not use an age 

adjustment when determining whether the employee’s total hearing level is 25 dB 

or more above audiometric zero. 
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Q80. Do I have to report the hearing loss if I am going to retest the employee’s 

hearing? 

A80. No. If you retest the employee’s hearing within 30 days of the first test, and the 

retest does not confirm the reportable STS, you are not required to record the 

hearing loss case on the log. If the retest confirms the reportable STS, you must 

record the hearing loss illness on your log within 7 calendar days of the retest and 

include it on your monthly report. If subsequent audiometric testing performed 

under the testing requirements of the 29 CFR § 1910.95 noise standard indicates 

that an STS is not persistent, you may delete the case from Form FRA F 6180.55a. 

Q81. Are there any special rules for determining whether a hearing loss case is 

work-related? 

A81. No. It is possible for a worker who is exposed at or above the 8-hour 85 dBA 

action levels of the noise standard to experience a non-work-related hearing loss, 

and it is also possible for a worker to experience a work-related hearing loss and 

not be exposed above those levels. Therefore, there are no special rules for 

determining work-relatedness. You should follow the overall approach to 

determining work-relatedness–that a case is work-related if one or more events or 

exposures in the work environment either caused or contributed to the hearing 

loss, or significantly aggravated a preexisting hearing loss. 

Q82. If a PLHCP determines the hearing loss is not work-related, do I still need to 

report the case? 

A82. If a PLHCP determines that the hearing loss is not work-related and has not been 

significantly aggravated by occupational noise exposure, you are not required to 

consider the case work-related or to report the case on Form FRA F 6180.55a. 

6.12.4 Reporting Criteria for Work-Related Tuberculosis Cases 

If any of your employees has been occupationally exposed to anyone with a known case of active 

tuberculosis (TB), and that employee subsequently develops a TB infection, as evidenced by a 

positive skin test or diagnosis by a PLHCP, you must report the case on Form FRA F 6180.55a. 

Questions and Answers on Tuberculosis 

Q83. Do I have to report a positive TB skin test result for an employee that was 

obtained at a pre-employment physical? 

A83. No. You do not have to report it because the employee was not occupationally 

exposed to a known case of active tuberculosis in your workplace. 
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6.12.5 Reporting Criteria for Cases Involving Work-Related Musculoskeletal Disorders 

If any of your employees experiences a reportable work-related musculoskeletal disorder (MSD), 

you must report it on Form FRA F 6180.55a. 

Questions and Answers on Musculoskeletal Disorders 

Q84. What is a “musculoskeletal disorder” or MSD? 

A84. MSDs are disorders of the muscles, nerves, tendons, ligaments, joints, cartilage 

and spinal discs. MSDs do not include disorders caused by slips, trips, falls, 

motor vehicle accidents, or other similar accidents. Examples of MSDs include: 

carpal tunnel syndrome, rotator cuff syndrome, De Quervain’s disease, trigger 

finger, tarsal tunnel syndrome, sciatica, epicondylitis, tendinitis, Raynaud’s 

phenomenon, carpet layers knee, herniated spinal disc, and lower back pain. 

Q85. How do I decide which MSDs to report? 

A85. There are no special criteria for determining which musculoskeletal disorders to 

report. An MSD case is reported using the same process you would use for any 

other injury or illness. If a musculoskeletal disorder is work-related, is a new 

case, and meets one or more of the general reporting criteria, you must report the 

musculoskeletal disorder. 

Q86. Are there any special rules regarding injuries and illnesses to soft tissues? 

A86. No. Work-related injuries and illnesses involving muscles, nerves, tendons, 

ligaments, joints, cartilage and spinal discs are reportable under the same 

requirements applicable to any other type of injury or illness. There are no 

special rules for reporting these cases: if the case is work-related and involves 

medical treatment, days away, job transfer or restricted work, it is reportable. 

Q87. An employee is diagnosed with a mild case of carpal tunnel syndrome. The 

illness is work-related, but there is no treatment prescribed other than a 

change in office equipment. Is this reportable? 

A87. This case would not be considered reportable since none of the requirements for 

reportability are shown to have occurred, i.e., no day(s) away from work; no 

restriction of work activity or job transfer; no loss of consciousness; and no 

medical treatment. The railroad has the requirement to establish an accountable 

record on Form FRA F 6180.98 within 7 days of receiving knowledge that an 

accountable case has occurred, and to monitor that case for a period of 180 days 
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from the date of diagnosis of the illness. Should any of the requirements be met 

for reportability within that 180-day monitoring period, the case would become 

reportable. 

Q88. If a work-related MSD case involves only subjective symptoms like pain or 

tingling, do I have to report it as a musculoskeletal disorder? 

A88. The symptoms of an MSD are treated the same as symptoms for any other injury 

or illness. If an employee has pain, tingling, burning, numbness or any other 

subjective symptom of an MSD, and the symptoms are work-related, and the case 

is a new case that meets the reporting criteria, you must report the case on Form 

FRA F 6180.55a as a musculoskeletal disorder. 

6.12.6 Miscellaneous Questions and Answers 

Q89. What should I do if an employee death occurs in the workplace and it is not 

immediately known if it is work-related? 

A89. Under § 225.9, you must make an immediate report by toll-free number 

(800-424-0201 or 800-424-8802) whenever an employee dies while in the work 

environment. You do not need to prepare a Form FRA F 6180.55a if it is later 

established that the death is not work-related. 

Q90. Does an employee report of an injury or illness establish the existence of the 

injury or illness for reporting purposes? 

A90. No. In determining whether a case is reportable, the employer must first decide 

whether an injury or illness, as defined earlier, has occurred. If the employer is 

uncertain about whether an injury or illness has occurred, the employer may refer 

the employee to a PLHCP for evaluation and may consider the healthcare 

professional’s opinion in determining whether an injury or illness exists. [Note: If 

a PLHCP diagnoses a significant injury or illness within the meaning of this 

section, and the employer determines that the case is work-related, the case must 

be reported.] 

Q91. Must a railroad report a case if an employee alleges that an injury or illness 

has occurred but refuses to release any medical records related to the alleged 

injury or illness? 

A91. Medical verification is not required for reportability. However, a railroad has the 

responsibility to make good faith reporting determinations, and these decisions 

must be based upon whatever documentation is available. If a railroad questions 

the validity of an employee’s alleged injury or illness and there is no substantive 
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or medical documentation to support the allegation, the railroad need not report 

the case. However, if at a later date the appropriate information is received that 

supports the employee’s allegation of injury or illness, then a late report must be 

made. 

Q92. If a maintenance employee is cleaning the parking lot or an access road and 

is injured as a result, is the case work-related? 

A92. Yes. The case is work-related because the employee is injured as a result of 

conducting company business in the work environment. If the injury meets the 

general reporting criteria (death, days away, etc.), the case must be reported. 

Q93. Are cases of workplace violence considered work-related under the reporting 

criteria? 

If an employee dies or is injured or infected as a result of terrorist attacks, 

should it be recorded on the FRA Form F 6180.98, and reported to FRA on 

FRA Form F 6180.55a? 

A93. The criteria contain no general exception, for purposes of determining workrelatedness, for cases involving acts of violence in the work environment. Injuries 

and illnesses that result from a terrorist event or exposure in the work 

environment are considered work-related for FRA recordkeeping purposes. FRA 

does not provide an exclusion for violence-related injury and illness cases, 

including injuries and illnesses resulting from terrorist attacks. 

Q94. If an employee’s preexisting medical condition causes an incident that results 

in a subsequent injury, is the case work-related? For example, if an 

employee suffers an epileptic seizure, falls on the track, and breaks his arm, 

is the case reportable? 

A94. Neither the seizure nor the broken arm is reportable, so long as nothing in the 

work environment caused or contributed to the seizure. Injuries and illnesses that 

result solely from non-work-related events or exposures are not reportable. 

Epileptic seizures are a symptom of a disease of non-occupational origin, and the 

fact that they occur at work does not make them work-related. Because epileptic 

seizures are not work-related, injuries resulting solely from the seizures, such as 

the broken arm in the case in question, are not reportable. 

Q95. Does the size or degree of a burn determine reportability? 
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A95. No. The size or degree of a work-related burn does not determine reportability. 

If a work-related first-, second-, or third-degree burn results in days absent from 

work, work restrictions, medical treatment, etc., the case must be reported. 

Q96. If an employee dies during surgery made necessary by a work-related injury 

or illness, is the case reportable? What if the surgery occurs weeks or 

months after the date of the injury or illness? 

A96. If an employee dies as a result of surgery or other complications following a 

work-related injury or illness, the case is reportable. If the underlying injury or 

illness was reported prior to the employee’s death, the employer must submit a 

corrected Form FRA F 6180.55a to change the injury classification from nonfatal 

to fatal. 

Q97. Our railroad has a program that allows employees who have been involved 

in an accident to take a personal day(s) off if they indicate they were “shaken 

up,” i.e., they expressed some need to have time off to recover from being 

involved in an accident. These employees often do not have physical injuries, 

but may have experienced emotional trauma. How should we handle these 

cases? 

A97. The situation would generally not be reportable, especially if there are no injuries 

to be evaluated for reportability. You are not required to seek out information on 

mental illnesses from your employees. Mental illness cases are only to be 

considered when an employee voluntarily presents you with an opinion from the 

healthcare professional that the employee has a mental illness and that it is workrelated. You are to record only those mental illnesses verified by a healthcare 

professional with appropriate training and experience in the treatment of mental 

illness, such as a psychiatrist, psychologist, or psychiatric nurse practitioner. In 

the event that the employer does not believe the reported mental illness is workrelated, the employer may refer the case to a PLHCP for a second opinion. 

Q98. How long should we monitor an injury of an employee on duty? What about 

situations where the initial determination following an incident is that injury 

is not reportable, e.g., first aid only, but the employee notifies you after an 

extensive amount of time has elapsed that later medical treatment received is 

connected to the initial incident? What about illnesses for which it is 

uncertain when the initial exposure took place? 

A98. The employer is required to monitor a reportable employee injury for at least 

180 calendar days following the date of the event or exposure causing the injury. 

This will ensure that the most serious final result for the case is reported, e.g., a 

nonfatal condition is upgraded to a fatality if the employee dies subsequent to the 
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filing of the initial report. The 180-day timeframe is also necessary to determine 

if the cap for the sum of days absent and/or restricted has been met. 

It has been FRA’s experience that a reportable injury will meet one or more of the 

reporting criteria, e.g., medical treatment, within 180 days following the 

employer’s notification that a workplace incident has occurred. If an employee 

alleges that additional treatment was received following the conclusion of this 

180-day period for a case that was not reportable, you are required to review any 

documentation you receive and evaluate if the later consequences are the result of 

a new incident. If it is determined that the later consequences are a result of new 

incident, then a report must be made. 

Because illnesses may go undetected for extensive periods of time following a 

work place exposure, the 180-day tracking for these begins with the most recent 

diagnosis, or recognition that the condition exists. 

The 180-day monitoring period does not affect the requirement to submit a late 

report if it is determined that a qualifying condition was not reported to FRA. 

Q99. Does going to a hospital for observation make a work-related injury 

reportable? 

A99. Visits to a PLHCP solely for observation or counseling, and the conduct of 

diagnostic procedures, such as x rays and blood tests, including the administration 

of prescription medications used solely for diagnostic purposes (e.g., eye drops to 

dilate pupils) is first aid, and by itself not reportable. 

Q100. Is an injury that results in a chipped or broken tooth reportable? 

A100. FRA believes that fractured or cracked bones and broken teeth are generally 

considered significant injuries and must be reported at the initial diagnosis even if 

medical treatment or work restrictions are not recommended, or are postponed, in 

a particular case. (See section on reporting requirements for specific cases.) 

Q101. If an employee has a minor scratch but the physician gives him a tetanus shot 

anyway, does this constitute medical treatment and make the case 

reportable? 

A101. A tetanus shot is first-aid treatment and not reportable. If the employee suffered 

some reaction or complication from the injection, requiring medical treatment or 

resulting in other reporting criteria being met, then the case would be reportable. 

(Other immunizations, such as hepatitis B vaccine or rabies vaccine, are 

considered medical treatment.) 
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Q102. Our employees are frequently tested for drug or alcohol use after an 

accident/incident. Company policy prohibits an employee from returning to 

work until the results of the tests are known and it is established that there is 

no risk factor due to impairment. Must we make a report because of the 

days the employee was held out of service while awaiting test results? 

A102. These cases are to be evaluated solely on the basis of the condition and its 

consequences. If the condition would have caused the employee to be absent 

from work had there been no testing, then a report must be made. 

Q103. I was hurt on the job, and my supervisor accompanied me to the clinic. My 

supervisor gave the nurse a card to give to the doctor that would be 

examining me. Our railroad uses a card that describes various treatments or 

therapies that require a report be made to the FRA. The card appears to 

encourage or suggest that the doctor consider treatment of a nonreportable 

nature. I feel this may unduly influence the medical facility and could affect 

the treatment I would have otherwise received had the card not been 

presented. Since my employer pays for the medical expenses, I am concerned 

that employees will be taken to treatment centers where this practice exists. 

The intent seems more to reduce reportable cases, rather than ensuring that 

the healthcare professional provides treatment that he or she believes is 

appropriate for the injury. Does FRA authorize the use of such cards or 

other communications of this nature to healthcare providers? 

A103. No. FRA is extremely concerned that injured workers receive proper medical 

treatment. We do not condone the use of any form or medical card that could 

adversely influence treatment by encouraging the use of nonreportable treatment. 

Such practices are not only discouraged by FRA, but may also in certain 

circumstances constitute a violation of Part 225, subject to a civil penalty against 

the carrier or supervisor who engages in such practices. 

Q104. An employee was injured on the job and taken to a local hospital emergency 

room. The supervisor felt that the injury was not serious and was concerned 

that the case might be reportable. The employee requested that the 

supervisor stay out of the examining room. The attending physician in the 

emergency room prohibited the supervisor from being present. 

What is considered appropriate conduct for a supervisor to engage in when 

an employee is injured and the supervisor is concerned the employee has 

exaggerated the extent of the injury? 
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A104. FRA is very concerned that, when accompanied by a supervisor, an injured 

employee may be discouraged or otherwise prevented from reporting an accident, 

incident, injury or illness. Similarly, a supervisor may influence the type or extent 

of medical treatment afforded the employee in an effort to affect the reportability 

of that injury. 

As an initial matter, it would be inappropriate and a violation of Part 225 for a 

supervisor to request that a physician recommend that an injured employee take 

only OTC drugs sold at lower-than-prescription strength. 

In addition, FRA published a Notice of Interpretation in the Federal Register (FR) 

on March 30, 2009, regarding its application and enforcement of the harassment 

and intimidation provisions contained in Part 225, specifically relating to 

situations in which a supervisor or other railroad official accompanies an injured 

employee into an examination room. See 74 FR 14091. FRA includes that 

Interpretation here, as follows: 

A. General Principle

Harassment and intimidation occur in violation of § 225.33(a)(1) when 

a railroad supervisor accompanies an injured employee into an 

examination room, unless one or more of the exceptions listed below 

exists. 

 B. Exceptions

 FRA recognizes that there are limited circumstances in which it is 

appropriate, and indeed preferable, for a supervisor to accompany an 

injured employee into an examination room. Consequently, FRA 

recognizes the following limited exceptions: 

(1) The injured employee issues a voluntary invitation to the 

supervisor to accompany him or her in the examination room. The 

injured employee must issue this invitation freely, without 

coercion, duress, or intimidation. For example, an injured 

employee may seek the attendance of a supervisor where the 

supervisor is a friend. This exception does not encompass 

invitations issued by third parties, including physicians, unless the 

invitations are made pursuant to the request of the injured 

employee. 

(2) The injured employee is unconscious or otherwise unable to 

effectively communicate material information to the physician and 

the supervisor’s input is needed to provide such material 

information to the physician. In these circumstances, the 
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supervisor is assisting the injured employee in providing 

information to the physician so that the injured employee may 

receive appropriate and responsive medical treatment. 

Q105. An employee on duty suffers a fatal heart attack. Is the case reportable? 

A105. You must make immediate notification of a worker’s death, regardless of 

suspected cause or circumstances (see Telephonic Reports of Certain 

Accidents/Incidents in Chapter 1 of this FRA Guide). The FRA investigates all 

deaths reported by this notification requirement. However, if an event or 

exposure is not a discernable cause of the injury or illness, then a report is not 

required. Therefore, the railroad must investigate the death and determine whether 

it is more likely than not that an event or exposure was a discernable cause of the 

death. 

Q.106. A track worker stumbled on a rotten tie near the right-of-way and rolled 

down the embankment. Two other railroad employees observed the event. 

The worker was taken to a local PLHCP. After the examination, the PLHCP 

declared the employee fit for full duty; no medical treatment was provided. 

The employee chose not to report to work the next day, and took a day “sick” 

leave as provided for under the collective bargaining agreement. The 

railroad completed the Form FRA F 6180.98–Railroad Employee Injury 

and/or Illness Record. However, since the employee did not report to work 

the next day, does this qualify as an FRA-reportable event? 

A.106. This case would not be reportable to FRA, because the employee injury did not 

meet the general reporting criteria. However, because the employee was 

examined by a PLHCP, this does qualify as an accountable injury and the railroad 

must complete a Form FRA F 6180.98. Note, however, that if the employee 

called in sick because the PLHCP subsequently recommends time away from 

work or restricted duty, then the injury would be reportable. For example, after 

being examined by the PLHCP and being declared fit for full duty, the 

employee’s condition worsens; the employee contacts the PLHCP the day after 

being examined to discuss the injury and the PLHCP then recommends time away 

from work or restricted duty, thus making the case reportable. 

Q.107. A car cleaner strains his/her back during the performance of duty. The car 

cleaner calls the supervisor the next morning complaining of a very sore back 

and requests to stay home for a couple of days. The supervisor agrees to put 

the employee on administrative time. After 2 days, the supervisor instructs 

the employee to see a PLHCP. The doctor declares the employee fit for full 

duty. What is the reporting obligation of the railroad? 
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A.107. The supervisor should have instructed the employee to seek medical attention 

when called. If the supervisor instructs the employee to stay home, but pays the 

employee as if he were on duty or on administrative leave, the supervisor’s 

actions indicate an admission by the railroad that the injury/illness is workrelated. Likewise, if a railroad supervisor decides to restrict an employee’s duties 

due to a claimed employee work-related injury/illness, the supervisor’s actions 

indicate an admission by the railroad that the injury/illness is work-related. 

Accordingly, the railroad must complete the Form FRA F 6180.98–Railroad 

Employee Injury and/or Illness Record, and submit to FRA a completed Form 

FRA F 6180.55a–Railroad Injury and Illness Summary. 

6.13 Reporting of Injuries to Persons Other Than Railroad Employees 

A report must be made for each fatality and each injury that requires medical treatment beyond 

first aid, results in loss of consciousness, or meets the definition of significant injury, that is 

discernibly caused by an event or exposure arising from the operation of the railroad. There is a 

general presumption that any death or injury that occurs on a railroad’s premises, more likely 

than not, is related to the operation of the railroad. Other cases become reportable if they are 

connected to an event or exposure that occurred on the railroad’s premises but affected persons 

not on the premises, e.g., a plume from a hazardous material release. 

A highway user, who is involved in a highway-rail grade crossing accident/incident and is 

transported from the scene of a highway-rail grade crossing accident/incident to a medical 

facility via ambulance or other form of medical conveyance, is presumed to have sustained an 

FRA reportable injury. Absent evidence to rebut this presumption, the railroad must report the 

injury to FRA on Form FRA F 6180.55a and show the injury on Block 46 on Form FRA F 

6180.57, “Highway-Rail Crossing Accident/Incident Report.” If the railroad later discovers that 

the highway user did not sustain a reportable injury, the railroad must notify FRA in accordance 

with the late reporting instructions. This presumption does not relieve railroads of their duty to 

make reasonable inquiry, as described below and in depth in Chapter 10 of this Guide, to 

determine the nature and severity of highway-rail grade crossing injuries and to accurately report 

such injuries. 

A description of first-aid treatments can be found in the earlier section describing the 

requirements for reporting railroad employee reporting. 

Determination of Nature and Severity of Highway-Rail Grade Crossing Injuries: In order to 

fulfill its responsibilities in determining the nature and severity of highway-rail grade crossing 

injury and to accurately report such injury, a railroad must try to contact any potentially injured 

highway user, or their representative, in writing and, if unsuccessful in obtaining the needed 

information, by telephone. If a highway user died as a result of the highway-rail grade crossing 

accident/incident, a railroad must not send this form to any person. 
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The railroad should contact potentially injured highway users involved in a highway-rail grade 

crossing accident/incident, in writing, by sending each potentially injured highway user a Form 

FRA F 6180.150, “Highway User Injury Inquiry Form,” and, if unsuccessful, by phone. See 

Guide, Chapter 10, for complete instructions. If a highway user died as a result of the highwayrail grade crossing accident/incident, a railroad must not send this form to any person. The Form 

FRA F 6180.150 should also include a cover letter explaining the form’s purpose and containing 

instructions on how to complete the form in addition to a prepaid, preaddressed return envelope 

so that the highway user can easily return the completed form to the railroad if he or she opts to 

complete the form. See FRA Guide, Chapter 10, for complete instructions. The Form FRA 

F 6180.150 and cover letter should be completed, drafted, and mailed in accordance with the 

instructions found in § 225.21 and the FRA Guide at Chapter 10. A sample cover letter has been 

provided in Appendix N to this FRA Guide. 

FRA acknowledges that there will be situations in which a highway user cannot be reached, even 

though a railroad contacts the person by telephone and in writing. Other times, a highway user 

will refuse to provide any information, even though a railroad clearly explains the Federal 

reporting requirements and the reason for soliciting information. In those cases, a railroad is still 

responsible for deciding whether, considering all of the circumstances, the highway user suffered 

a reportable injury. The railroad must reconsider that determination if new or additional 

information is later acquired. Moreover, if a highway user completes Part II of Form FRA F 

6180.150, or provides additional information during a telephone call, the railroad will be 

responsible for determining whether, based on the circumstances, the person suffered a 

reportable injury or illness. See Guide, Chapter 6, for complete instructions. 

The railroad must use any response it receives when contacting the potentially injured highway 

user to determine whether any Part 225 records or reports should be created, and to complete 

those records and reports. 

The railroad must keep a record of its efforts to make such contact including, but not limited to, 

retaining a copy of the Form FRA F 6180.150 sent to the highway user and the accompanying 

cover letter, any response from the highway user and, when appropriate, a record documenting 

the date, time, and content of the followup call. This record and documentation of any 

information obtained must be retained for a period of 5 years and be available for review and 

copying by an FRA representative under the same criteria as set forth in § 225.35 (b). 

Determination of Nature of Trespasser Fatality: In order to fulfill its responsibilities in 

determining the nature of a trespasser fatality and to accurately report such fatality, a railroad 

must try to obtain documentation indicating the cause of death by contacting a coroner, public 

police officer or other public official by telephone and, if unsuccessful in obtaining the needed 

information, in writing. The railroad must continue its efforts to obtain this documentation for a 

period of 6 months following the month in which the fatality occurred. The railroad must keep a 

record of its efforts to obtain such documentation. This record and any documentation obtained 
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must be available for review and copying by an FRA representative under the same criteria as set 

forth in § 225.35(b). 

6.13.1 Questions and Answers on Injuries to Persons Other Than Railroad Employees 

Q108. When you refer to an event or exposure arising from the operation of a 

railroad, would this include a motor vehicle incident between one of our 

employees and another person, e.g., a motorist lost control, crossed median 

strip, and struck a truck being driven by a railroad employee on railroad 

property? 

A108. An event or exposure arising from the operation of the railroad includes, for a 

non-employee, (i) if the person is on property owned, leased, maintained, or 

operated by the railroad, an event or exposure that is related to the performance of 

the railroad’s rail transportation business; or (ii) if the person is off property 

owned, leased, maintained, or operated by the railroad, an event or exposure that 

directly results from certain limited events or exposure. An example would be a 

hazardous material release from a railcar in the possession of the railroad, where 

the fumes drifted to an adjacent community and caused death or other reportable 

conditions. Since these persons were harmed while on the railroad’s property and 

the event was related to the performance of the railroad’s rail transportation 

business, then the railroad is responsible for reporting any casualties associated 

with this event. 

Q109. Is there any difference in reporting requirements for the following cases? 

• A trespasser was walking over a trestle when a train suddenly came in 

sight. He jumped from the trestle to avoid being struck, and broke a leg. 

• A child was trespassing on a railroad bridge and fell to his death. There 

was no evidence that a train or railroad employees were present at the 

time of the accident. 

A109. No. Both situations are reportable since both the trestle and train are directly 

associated with the operation of the railroad. 

Q110. A body was found along our right-of-way. It was determined that death was 

a result of being struck by a train; however, several railroads operate over 

this segment of track. Who is responsible for reporting? 

A110. If known, the railroad operating the consist involved must report. If that railroad 

cannot be determined, then the railroad responsible for the track maintenance 

must report. 
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Q111. A car was driving on a public overpass when the driver, who was not a 

railroad employee, lost control and the vehicle fell to our property below. 

The driver was seriously injured. Do we need to report this incident? 

A111. No. Unless there was some involvement of the railroad that was a cause of or 

contribution to the incident, then the injury to the driver would not be reportable. 

Q112. Can you provide some examples of situations involving reportable injuries 

suffered by a “Worker on Duty–Volunteer,” a “Volunteer–Other,” a 

“Worker on Duty–Contractor,” and a “Contractor–Other” in the course of 

different types of work performed? 

A112. Example 1. A volunteer operates a locomotive for an excursion railroad. 

Operation of a locomotive clearly falls within the realm of 

“operation of on-track equipment.” If the volunteer sustains a 

reportable injury (i.e., an injury resulting in death or requiring 

medical treatment) during operation of the locomotive, then the 

incident is reported as an injury to a “Worker on Duty–Volunteer” 

(Class H), with the applicable job code series. 

Example 2. A volunteer sits in a booth selling tickets for train rides on a tourist 

railroad that operates on the general system and also clears 

vegetation adjacent to its roadbed. Under 49 CFR § 213.37, 

vegetation is to be cleared from the roadbed for safe rail 

operations; vegetation clearing is, thus, an aspect of maintaining 

the roadbed under § 209.303(b)(1) and is therefore considered a 

“safety-sensitive function.” Any injury sustained by the volunteer 

during the vegetation clearing is classified as one to a “Worker on 

Duty–Volunteer” (Class H). If any reportable injury is sustained 

by the volunteer during the process of selling tickets, then such 

injury is classified as one to a “Volunteer–Other” (Class I). If, 

however, the volunteer sells tickets and then clears vegetation 

during the same tour, then all injuries are considered as those 

attributable to a “Worker on Duty–Volunteer” (Class H). 

Therefore, when a volunteer is engaged in “mixed service,” the 

railroad must report all reportable injuries for that volunteer as 

those to a “Worker on Duty–Volunteer” (Class H) on Form FRA 

F 6180.55a. Conversely, when a contractor employee is engaged 

in such “mixed service” on railroad property, the railroad must 

report all reportable injuries for that contractor employee as those 

to a “Worker on Duty–Contractor” (Class F) on Form FRA F 

6180.55a, with the applicable job code series of the service 
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performed. Also note that if the volunteer in this example is 

working for a tourist railroad that operates exclusively off the 

general system, and if the incident that causes his injury is 

classified as a non-train incident that doesn’t involve operational 

on-track equipment, then Part 225 does not require the tourist 

railroad to report the injury at all. See § 225.3. 

Example 3. The employee of a contractor performs payroll as well as time-andattendance functions for a railroad on railroad property. Such 

functions are not considered “safety-sensitive” because they are 

not related to the continued safety of the railroad and do not fall 

under the definition of any safety-sensitive function as defined in 

§ 209.303. Thus, an injury sustained by this contractor performing 

those tasks is reported as that to a “Contractor–Other” (Class G). 

Example 4. A contractor employee inspects and replaces roller bearings for the 

reporting railroad on the railroad’s property. Injuries sustained by 

this contractor are reported as those to a “Worker on Duty–

Contractor” (Class F) on Form FRA F 6180.55a. Under § 215.113, 

cars with defective roller bearings should not be in service, thus 

any injury associated with replacement of roller bearings is a 

“safety-sensitive function” qualifying as an injury attributable to a 

“Worker on Duty–Contractor” (Class F). In contrast, if this same 

injury was sustained by a contractor employee at the contractor’s 

facility off railroad property, then such injury would not be 

reported to FRA. 

6.14 Miscellaneous Guidance 

Casualties to persons on trains or other on-track equipment, except for employees of another 

railroad, are to be reported by the railroad responsible for the consist at the time of the 

accident/incident. 

Casualties to persons not on trains or other on-track equipment are to be reported by the railroad 

whose consist or operation was most directly involved, e.g., casualties away from railroad 

property resulting from a release of hazardous materials. 

Any person found unconscious or dead on or adjacent to a railroad’s premises or right-of-way is 

reportable by the railroad responsible for track maintenance if it is determined that the casualty 

resulted from the operation of a railroad and the identity of the railroad causing the 

accident/incident cannot be established in areas of joint operation. 
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When a person dies as a result of an accident/incident after the month in which the case was 

initially reported, the case will be reclassified as a fatality. Any death occurring under these 

circumstances is to be identified by correcting the original casualty record to change the casualty 

from nonfatal to fatal, and the corrected report must be submitted with changes circled in red. 

An entry for each casualty must be made on a separate line. 

Each accident/incident must have an identifying number that is unique for the report month. All 

forms used by a railroad to report a single event or exposure must use the same accident/incident 

number. For example, if a highway-rail grade crossing accident injures more than one person, a 

separate line entry is used on Form FRA F 6180.55a to report each injury. A Form FRA 

F 6180.57 must also be completed. The same accident/incident identification number must be 

the same for all records. 

6.14.1 Coding Instructions Injuries Due to Passenger Station Platform Gap Incidents 

A “passenger station platform gap incident” is a reportable injury involving a person who, while 

involved in the process of boarding or alighting a passenger train at a rail car door threshold plate 

at a high-level passenger boarding platform (i.e., a platform that is 48" or more above the top of 

the rail), has one or more body parts enter the area between the carbody and the edge of the 

platform or traveling between passenger cars. The following are examples of a passenger station 

platform gap incident: 

• While boarding or alighting a passenger train at a high-level passenger boarding 

platform, a person misjudges the passenger station platform gap, resulting in the person’s 

leg entering the passenger station platform gap. 

• While boarding or alighting a passenger train at a high-level passenger boarding 

platform, a person is struck by a closing door, resulting in the person’s leg entering the 

passenger station platform gap. 

The following are not examples of a passenger station platform gap incident: 

• While boarding or alighting a passenger train at a high-level passenger boarding 

platform, a person misjudges the gap and falls into the vestibule or platform, without a 

body part entering the gap. 

• While walking on a passenger station at a high-level passenger boarding platform, a 

person slips on the platform at a location other than the rail car door threshold, resulting 

in the person’s leg entering the gap. 

Passenger station platform gap injuries usually occur when the high-level platform station is 

concave or convex, when there is misalignment between the platform and passenger car (see 
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F 6180.55a 

diagram), or when a person is traveling between cars and has one or more body parts enter the 

area between the cars. 

Figure 2: Diagram of coordination of vehicle floor with boarding platform 

These passenger station platform gap injuries have special coding instructions, and new codes 

were added to the Circumstance Codes (Appendix F). 

When an injury is a result of a person being injured due to a “passenger station platform gap” 

incident as defined above, the railroad must use, in Block 5n (“Cause”), “Probably Reason for 

Injury/Illness Circumstance Code,” Code Number 18, “Slipped, fell, stumbled due to Passenger 

Station Platform Gap” regardless of whether other codes may be applicable. 

The following codes would typically be used to describe a passenger station platform gap event 

on Form Railroad Injury and Illness Summary (Continuation Sheet) – Form FRA F 6180.55a. 

Physical Act (Block 5j) 

A6 Getting out 

25 Getting off 

63 Stepping up 

64 Stepping down 

80 Stepping across (passenger cars) 

Location (Block 5k) 

Part I 

P – Passenger Terminal 

Part II 
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If the injury occurred when the passenger was boarding or alighting: 

16 Passenger car(s) – standing 

If the person was walking between cars when the injury occurred then the codes apply: 

15 Passenger car(s) – moving 

16 Passenger car(s) – standing 

Part III 

G1 - Rail Car Door Threshold Plate to Edge of Platform – Gap 

G2 - Area Between Coupled Cars and Platform 

G3 - Area Along Car body, other than Threshold Plate and Platform Edge 

G4 - Car in Vestibule 

Event ((block 5l) 

Use the applicable codes. 

Tools (block 5m) 

1G - Door, End or Side - Passenger Train 

2G - Door, Trap - Passenger Train 

Cause (block 5n) 

18 - Slipped, fell, stumbled due to Passenger Station Platform Gap 

It is essential that this code be used for high level passenger boarding platform gap incidents. 

6.15 Instructions for Completing Form FRA F 6180.55a (Continuation) 

Item Instruction

 1. Name of Reporting Railroad

Enter the full name of the reporting railroad. 

 2. Alphabetic Code

Enter the reporting railroad’s code found in Appendix A. 

 3. Report Month

Enter the month covered by this report. 
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F 6180.55a 

 4. Report Year

Enter the year covered by this report. 

 5a. Accident/Injury Number

Enter the identifying number assigned to the accident/incident causing the 

casualty. If multiple casualties resulted from a single event, each casualty must 

have exactly the same report number. If the casualty was a result of a rail 

equipment accident/incident or a highway-rail grade crossing impact, the entry 

must be the same as that shown on the other forms completed for the 

accident/incident. 

 5b. Day

Enter the day of the accident/incident. Use number day of the month, e.g., 01-31. 

 5c. Time of Day

Enter the time of the accident/incident, including “a.m.” or “p.m.” Do not use 

military time. 

 5d. County

Enter the county/parish in which the accident/incident occurred. 

 5e. State

Identify the State in which the casualty occurred, using the appropriate code 

found in Appendix B. 

 5f. Type Person/Job Code

Identify the type of person whose injury or illness is being reported by using the 

following codes (refer to classification of persons found in the definitions in 

Chapter 2): A - Worker on Duty–Railroad Employee; B - Railroad Employee Not 

On Duty; C - Passengers on Trains; D - Nontrespassers–On Railroad Property; E - 

Trespassers; F - Worker On Duty–Contractor; G - Contractor–Other; H - Worker 

on Duty–Volunteer; I - Volunteer–Other; and J - Nontrespassers–Off Railroad 

Property. 

If the report is for a “Worker On Duty,” i.e., type person/job codes A, F, or H; or 

the person is an “Employee Not On Duty,” type person code “B;” you must enter 

the code from Appendix D that best identifies the individual’s 

occupation/responsibilities. 

 5g. Age

Enter the age of person whose injury or illness is being reported. 
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 5h. Drug/Alcohol Test

If any employee was tested for alcohol use in connection with this accident, enter 

the number of positive tests in the box titled “A.” If any employee was tested for 

drug use in connection with this accident, enter the number of positive tests in the 

box titled “D.” A test is a physical or chemical reaction by which a substance 

may be detected or its properties ascertained, and includes both Federal and 

employer-authorized tests to determine alcohol or drug usage. A test performed 

under Federal (FRA) requirements is considered positive when the test result has 

been verified as positive by a Medical Review Officer and reported to the 

employer. A test performed under other authorization is considered positive when 

the employer will defend the results if legally challenged. (Refer to 49 CFR 

Part 219, Control of Alcohol and Drug Use, for additional information.) 

If there were positive tests, but impairment is not reported as a cause of the 

accident, then provide a brief explanation in the narrative of the basis for this 

determination. The narrative is to be used to provide additional clarification, 

particularly in instances where there are positive test results, but impairment was 

not determined to have been causal. 

You are required to identify all accidents/incidents where testing was performed. 

The recording of this data on a record does not mean that the injured person was 

the individual tested. This situation could occur when the employee(s) tested for 

the use of these substances was not harmed in the accident/incident. Under these 

circumstances, since there was no injury to the tested employee, there would be 

no entry for this employee on Form FRA F 6180.55a. Therefore, it is critical to 

record the information concerning tests on all reports filed in connection with the 

accident/incident. 

Note: The same drug and alcohol codes should be reported on all corresponding 

Forms FRA F 6180.54 and Forms FRA 6180.55a’s that are filed under the 

same accident/incident number. 

This situation could arise, for example, when a non-employee (e.g., a passenger), 

sustains the only reportable injury in an incident that resulted in testing of 

employee(s). In order to identify the connection between the injury being 

reported and possible alcohol or drug use by an employee, it is mandatory that the 

information concerning the alcohol or drug use be recorded on the reports made in 

connection with the accident/incident. 

 5i. Injury/Illness Code

Select from the codes in Appendix E the combination that best describes the 

condition being reported. 
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 5j. Physical Act

From Appendix F, select the code that best describes what the injured person was 

doing just before the injury occurred. If the code you have selected does not 

sufficiently describe the “physical act,” provide further description in the 

Narrative. 

5k. Location 

The location comprises three sets of codes as described below. 

PART I: Was the person on the right-of-way, off the right-of-way, or on ontrack equipment? 

 

Identify the appropriate category describing where the casualty 

occurred, and enter the appropriate code listed in Appendix F. 

When using “Other,” a narrative must be provided in Item 5s. 

PART II: If the casualty involved on-track equipment, select the code that 

best describes the type of on-track equipment involved, and enter 

appropriate code listed in Appendix F. When using “Other,” a 

narrative must be provided in Item 5s. 

PART III: Select the appropriate code that best identifies the location of the 

casualty being reported listed in Appendix F. When using “Other,” 

a narrative must be provided in Item 5s. 

 5l. Event

From Appendix F, select the code that best describes the event or exposure that 

caused the injury. If the code selected does not sufficiently describe the “Event,” 

provide further description in the narrative. 

 5m. Tools

From Appendix F, select the code that best describes additional information about 

the tools, machinery, appliances, structures, surfaces, etc., associated with the 

injury. You should try to use codes that provide additional information. For 

example, if the event or exposure code identified using “hand tools,” the entry in 

this block could be used to identify that the tool was a “gripping” type tool. If the 

code selected does not sufficiently describe the tools, provide further description 

in the Narrative. 

 5n. Cause

From Appendix F, select the code that best describes what caused the event or 

exposure entered in Item 51. If the code you have selected does not sufficiently 

describe the “Cause,” provide further description in the Narrative. 
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5o. Number of Days Away from Work 

See Chapter 6.8.2, Questions and Answers on Days Away from Work, and 

section on counting days absent from work and days of restriction. 

If the person reported is an employee of the reporting railroad, enter the number 

of days subsequent to the day of the injury or the diagnosis of the illness that a 

railroad employee does not report to work, or was recommended by a PLHCP not 

to return to work, as applicable, for reasons associated with the employee’s 

condition even if the employee was not scheduled to work on that day. If there 

were no such days, or a fatality is being reported, enter “0.” If the person is not a 

railroad employee, enter “N/A.” 

5p. Number of Days Restricted 

See Chapter 6.9.1, Questions and Answers on Restricted Work, and 

corresponding section on counting days absent from work and days of 

restriction. 

If the person being reported is an employee of the reporting railroad, enter the 

number of days that an employee is restricted in his or her routine job functions 

following the day of the injury or the diagnosis of the illness, or was 

recommended by a PLHCP not to return to full-time work, as applicable. An 

employee’s routine job functions are those work activities that the employee 

regularly performs at least once per week. If there were no such days, or a fatality 

is being reported, enter “0.” If the person is not a railroad employee, enter “N/A.” 

 5q. Exposure to Hazmat

Enter “Y” (for “yes”) if an exposure to hazardous material caused, or was a 

contributing factor to, the condition being reported for this individual. 

5r. Special Case Codes 

(Classification of Certain Injuries and Illnesses for FRA and/or OSHA 

Purposes) 

FRA’s agreement with OSHA to conform with the new criteria (see Q&A 71 in 

Chapter 6.10.1, Questions and Answers on First Aid) that went into effect in 

calendar year 2002 means that some nonfatal cases that were not previously 

reportable to FRA will now be reportable. Prior to calendar year 2003, only those 

nonfatal conditions that resulted in actual days away from work, actual work 

restriction, medical treatment beyond first aid, or loss of consciousness were to be 

reported. These cases that are now reportable, have been defined as “covered 

data” cases. 
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F 6180.55a 

Because of the need to track trends that determine if the safety record for railroad 

employees is changing, it is necessary to have a means for identifying these 

previously unreported cases so that the data collected under the new requirements 

can be accurately compared with earlier years. 

If the only reason that a nonfatal condition is being reported is because 1) a 

physician or PLHCP prescribed time off, but no days were actually taken; 2) a 

PLHCP prescribed restriction of routine work duties, but restriction of routine 

work did not occur; or 3) the PLHCP prescribed OTC medication to be taken at 

prescription strength, then one of the following codes is to be entered in Item 5r 

on Form FRA F 6180.55a: 

A - PLHCP prescribed time off, but no days were actually taken, and returned 

to full duty (no restricted days). 

R - PLHCP prescribed restriction of routine work duties, but restriction of 

routine work did not occur. 

P - PLHCP prescribed OTC medication to be taken at prescription strength, or 

there was a single external application of prescription medication, e.g., 

antibiotic ointments or eye drops. 

Conditions that result in a single dose of medication that is injected or ingested 

are not “covered data” cases. 

When deciding which code to use when a case involves more than one of the 

situations above, A takes precedence over R and P, and R takes precedence over 

P. For example, if the PLHCP recommended days absent from work and 

restriction of work after returning to the job, then code A is to be used. 

If code A or R is used, you must record, at a minimum, a count of “one” in either 

Block 5o or 5p, which are used for the counting of days. 

Suicide Data (Suicide or Attempted Suicide Cases) 

X - Death of an individual due to that individual’s commission of suicide as 

determined by a coroner, public police officer or other public authority; or injury 

to an individual, which meets reporting criteria, due to that individual’s attempted 

commission of suicide as determined by a public authority. Only the death of, or 

injury to, the individual who committed the suicidal act is considered to be suicide 

data. 

When reporting the fatality or injury, enter X in Block 5r. 
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F 6180.55a 

Termination or Permanent Transfer 

If an employee is terminated or permanently transferred because of physical, 

medical, or other reasons associated with the reported injury or illness, then enter 

Y in Block 5r. 

Do not enter Code Y if the employee is terminated transferred solely for other 

reasons, e.g., disciplinary, unless the employee’s condition was such, e.g., leg 

amputated, that it would have resulted in termination or transfer regardless of 

whether disciplinary action was taken. 

5s, 5t Latitude and Longitude

Block 5s and Block 5t are for recording the latitude and longitude of the location 

where the incident occurred. These two blocks are mandatory for any reportable 

casualty to a trespasser. These blocks are optional for Worker On Duty–Railroad 

Employee (Class A) fatalities. 

Such longitude and latitude information may be satisfied by either using Global 

Positioning System equipment to determine the actual longitude and latitude, or 

by using Internet technology to determine an estimated longitude and latitude. 

FRA is using the World Geodetic System (WGS) 84 Standard for recording the 

event’s latitude and longitude. As such, it is requested that the information follow 

the WGS 84 standard. 

Although FRA would prefer decimal degrees (on hardcopy only, please follow 

value with “o

” to specify decimal degrees), FRA will accept latitude and longitude 

in degrees, minutes, and seconds (with o, ‘, “ to indicate units used are degrees, 

minutes, seconds) if submitted on hardcopy (electronic submissions should be in 

decimal degrees). 

The latitude should use the following format +xx.xxxxxx. The longitude should 

use the following format -xxx.xxxxxx in decimal degrees. Use an explicit plus or 

minus sign and an explicit decimal point followed by six decimal places for both 

latitude and longitude. 

Latitude, in decimal degrees: explicit decimal, explicit +/- (WGS 84) 

(e.g., +35.301486) 

Longitude, explicit decimal, explicit +/- (WGS 84) (e.g., -085.280201) 
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F 6180.55a 

 5u. Narrative

The railroad may further explain unusual circumstances surrounding a worker’s 

injury or illness using up to 250 characters. Completion of this narrative is 

mandatory for the reporting railroad unless the injury or illness can be adequately 

described using all other entries (information blocks) on the form. Do not record 

in the narrative personal identifiers, e.g., names, Social Security numbers, or 

payroll identifications.
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F 6180.54

7. Form FRA F 6180.54 - Rail Equipment Accident/Incident Report 

7.1 Requirement. 

As set forth in § 225.19(c), rail equipment accidents/incidents are collisions, derailments, fires, 

explosions, acts of God, or other events involving the operation of railroad on-track equipment 

(standing or moving) and causing reportable damages greater than the reporting threshold for the 

year in which the accident/incident occurred, must be reported using Form FRA F 6180.54, “Rail 

Equipment Accident/Incident Report.” 

7.1.1 Reporting Threshold 

The reporting threshold is updated annually. The reporting threshold for calendar years 

2002–2005 is $6,700. The reporting threshold for calendar year 2006 is $7,700. The reporting 

threshold for calendar year 2007 is $8,200. For accidents that occurred in calendar year 2008, 

the reporting threshold is $8,900; and, for accidents that occur in calendar year 2010, the 

reporting threshold is $9,200. See § 225.19(e). In subsequent years, the railroad reporting officer 

should check the FRA Safety Data Web site for the most current year’s reporting threshold (refer 

to http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for Changes in 

Accident/Incident Recordkeeping and Reporting.”) 

7.1.2 Employee Human Factor Reporting and Notification Requirements 

If the rail equipment accident/incident is attributed to an employee human factor, then the 

railroad must complete, “Employee Human Factor Attachment.” This form must be attached to 

the Rail Equipment Accident/Incident Report, Form FRA F 6180.54, and submitted to FRA 

within 30 days after the expiration of the month in which the accident/incident occurred. See 

225.21(f). Here, “employee” includes persons classified as Worker On Duty–Employee, 

Employee not on Duty, Worker on Duty–Contractor, or Worker on Duty–Volunteer. See § 

225.5 (“Employee Human Factor”) and Chapter 8 of this Guide. 

When a railroad alleges, in Form FRA F 6180.81, “Employee Human Factor Attachment,” that a 

specific employee caused or contributed to the rail equipment accident/incident, the railroad 

must complete FRA Form F 6180.78, “Notice to Railroad Employee Involved in Rail Equipment 

Accident/Incident Attributed to Employee Human Factor; Employee Statement Supplementing 

Railroad Accident Report” must also be completed with notice being given to the employee and 

submission made to FRA and the alleging railroad. See § 225.21(g) and Chapter 9 of this Guide. 

7.1.3 Coexistent Reporting Requirements 

All casualties resulting from a rail equipment accident, in addition to being recorded on Form 

FRA F 6180.54, must be reported individually on Form FRA F 6180.55a. If the accident was a 

highway-rail grade crossing impact, a Form FRA F 6180.57 must also be completed by the 

railroad responsible for the consist. 
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7.2 General Instructions and Interpretations 

An accident is frequently the culmination of a sequence of related events, and a variety of 

conditions or circumstances may contribute to its occurrence. A complete record of all of these 

would be beneficial in accident-prevention analysis. However, it is not practical, even if it were 

possible, to develop forms and codes that would capture every detail that may be associated 

with the causes and resulting consequences of each accident. Therefore, the most appropriate 

combination of available codes that best identifies the likely primary and any contributing 

cause, and other factors, is to be used. 

The limitations imposed by standardized reporting forms make it critical that the narrative 

portion of the report provide additional information concerning those items that cannot be 

adequately described on the coded portions of the form. The wide variation in the causes and 

circumstances of accidents limits our ability to prepare a comprehensive list of items to include 

in your discussion. We have attempted to identify some of these in the instruction for 

completing the narrative portion of the report (Item 52). In addition to these, you should include 

any information that increases our knowledge of the underlying reasons why the accident 

occurred and its consequences. 

7.2.1 Identification of Train Accident/Incident 

Each accident/incident must have an identifying number unique within the reporting month. All 

forms used by a carrier to report a single event must use the same accident/incident number. Do 

not append additional numbers or letters on different forms for the same accident/incident. For 

example, if a railroad has two consists involved in an accident, do not report one consist using 

the reporting number “12345,” and the other consist using the reporting number “12345-A.” The 

reporting number must be exactly the same on both reports. 

7.2.2 Classification of Train Accident/Incident 

The classification of a train accident by type (collision, derailment, other) is determined by the 

first reportable event in the accident sequence. All reports for a single accident are to use the 

same designation. For example, if, following a derailment, a train strikes a consist on an 

adjacent track, the report for this additional consist will indicate that the accident type was a 

derailment, not a collision. 

7.2.3 Calculating Costs 

When final cost figures are not available, estimated values are to be used. If an estimated value 

was significantly in error, an amended report must be forwarded. A significant difference is a 

10-percent variance between the damage amount reported to FRA and current cost figures. 
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F 6180.54

7.2.4 Joint Operations 

If the property of more than one railroad is involved in an accident/incident, the cost of damages 

is calculated by including the damages suffered by all of the railroads involved. 

When total reportable damage to all railroads directly involved in an accident/incident exceeds 

the reporting threshold, you must make a report, even though your railroad’s damages were 

below the threshold. 

In joint operations, if the railroad having track maintenance responsibility did not also have ontrack rail equipment involved, the railroad having track maintenance responsibility must submit 

to FRA a Form FRA F 6180.54 report containing track information. The items concerning the 

equipment consist are to be marked “N/A.” See § 225.23(c). 

Any railroad indicating the involvement of another railroad in the accident on its report must 

promptly notify the other carrier (FRA may be contacted to obtain telephone numbers). You 

must exchange information concerning the accident and verify, at a minimum, that: 

1. The other railroad has a reporting responsibility. 

2. Total reportable damage exceeded the threshold. 

3. Information contained in both reports is consistent. 

When there is disagreement concerning the items being reported, particularly the cause of the 

accident, each railroad will include a discussion of these in the narrative portion of its report. 

The back of the form or a separate sheet of paper is to be used when the front of the form is not 

adequate for this purpose. 

7.2.5 Responsibility for Reporting Multiple Consist Accidents 

A form must be completed for each consist (see Chapter 2 for definition) involved in an accident. 

The railroad responsible for the on-track equipment at the time of the accident, and only that 

railroad, will report the consist information. See § 225.23(c). 

7.2.6 Responsibility for Reporting Accidents on Industry Track 

Track information for accidents occurring on industry track of a non-reporting company is to be 

reported by the railroad operating the on-track equipment. Damages to industry track and ontrack equipment are included in reportable damage. The word “industry” is to be entered in 

Item 3b to identify an accident of this type. 

7.2.7 Reporting Exceptions 

The following exceptions do not impact the railroad’s obligation to maintain records of 

accidents/incidents as required by § 225.25 (Form FRA F 6180.97, “Initial Rail Equipment 

Accident/Incident Record”), as applicable. A railroad need not report the following: 
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F 6180.54

1. Cars derailed on industry tracks by nonrailroad employees or nonrailroad employee 

vandalism, providing there is no involvement of railroad employees. 

2. Damage to out-of-service cars resulting from high water or 

flooding, e.g., empties placed on storage or repair track. This 

exclusion does not apply if such cars are placed into a moving 

consist and as a result of this damage, a reportable rail equipment 

accident results. 

Suicides and attempted suicides are not exceptions to FRA’s reporting requirements and must be 

reported to FRA as “suicide data.” Accidents and incidents caused by suicide or attempted 

suicide are NOT excepted from FRA’s reporting requirements. 

Suicide data is data regarding the death of an individual due to that 

individual’s commission of suicide as determined by a coroner or other 

public authority; or injury to an individual due to that individual’s 

attempted commission of suicide as determined by a public authority. 

Only the death of, or injury to, the individual who committed the suicidal 

act is considered to be suicide data. 

See instructions for completing Blocks 38, 46–48, and 52 of Form FRA F6180.54 under 

Section 7.3 below. 

7.3 Instructions for Completing Form FRA F 6180.54 

Note: Enter “N/A” for those items that do not apply to an accident, or for those items describing 

on-track equipment that is the reporting responsibility of another railroad. All items must have 

an entry; do not leave items blank. If “none” is the proper response to an item (for example, the 

number of cars releasing hazardous material), then enter “0,” not “N/A.” 

Item Instruction

1. Name of Reporting Railroad 

Enter the full name of the reporting railroad. 

1a. Alphabetic Code 

Enter the reporting railroad’s alphabetic code found in Appendix A. 

1b. Railroad Accident/Incident No. 

Enter a unique identifying number for the accident/incident being reported. All 

reports prepared in connection with this accident/incident must use the same 

reporting number. The report number may contain up to 10 numbers or 

alphabetic characters. 

2. Name of Other Railroad or Other Entity with Consist Involved

If an equipment consist operated by another railroad or other entity was involved 
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F 6180.54

in the accident, enter the full name of that railroad or other entity. If more than 

one other railroad or other entity had a consist involved, list only one name; 

include in the narrative portion of the form a reference to all railroads and other 

entities and the extent of their involvement. Be sure that any other railroad or 

other entity identified in the report is notified. 

The exception is when there are three railroads involved (or two railroads and one 

industry), then Item 2 can be completed with the name of the railroad or other 

entity without having a consist involved. 

2a. Alphabetic Code 

Enter the alphabetic code of the railroad or other entity identified in Item 2, as 

found in Appendix A. 

2b. Railroad Accident/Incident No. 

Enter the reporting number used by the railroad or other entity shown in Item 2 to 

identify this accident/incident. 

3. Name of Railroad or other Entity Responsible for Track Maintenance 

Enter the name of the railroad or other entity responsible for maintaining the track 

on which the accident/incident occurred. 

3a. Alphabetic Code 

Enter the alphabetic code of the railroad, or other entity identified in 

Item 3. 

3b. Railroad Accident/Incident Number

Enter the reporting number used by the railroad shown in Item 3 to identify this 

accident/incident. 

4. U.S. DOT Grade Crossing Identification Number 

If the event being reported is a highway-rail grade crossing impact, enter the DOT 

crossing identification number. The U.S. DOT Grade Crossing Identification 

Number means and is in reference to the U.S. DOT Grade Crossing Inventory 

Number. (Note: The railroad responsible for the on-track equipment involved in 

the impact must also complete a Form FRA F 6180.57. This report must have the 

same report number as that used on Form FRA F 6180.54.) 

5. Date of Accident/Incident 

Enter the date of the accident/incident. 

6. Time of Accident/Incident 

Enter the time the accident/incident occurred and check the appropriate “a.m.” or 

“p.m.” box. Do not use military time. 

7. Type of Accident/Incident 
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Identify the first event in the accident/incident from the list of codes on the form. 

The same code is used for all reports filed for the accident. 

8. Cars Carrying HAZMAT [Hazardous Material] 

If the equipment consist for which this report is being prepared contained cars that 

are designated as transporting hazardous material, enter the total number of these 

cars, including residue cars. If there were no such cars in the consist, enter a “0.” 

If the report is for track involvement only, enter “N/A.” The entry in this item 

cannot be greater than the total number of freight cars shown on line 1 of Item 35. 

9. HAZMAT Cars Damaged/Derailed 

If the entry in Item 8 is greater than or equal to 1, enter the total number of 

hazardous material cars that were damaged or derailed. If none, enter “0”; 

otherwise, enter “N/A.” The number of cars in Item 9 cannot exceed the number 

of cars listed in Item 8. 

10. Cars Releasing HAZMAT 

If any of the hazardous material cars counted in Item 8 released any portion of its 

contents, including fumes, enter the count of these cars. If none, enter “0”; 

otherwise, enter “N/A.” This number cannot be greater than that shown in Item 8. 

Describe the hazardous material released in the narrative by name or the Standard 

Transportation Commodity Code (STCC). (Note: Any release of hazardous 

material must also be reported on DOT form F 5800.1 See 49 CFR 171.15 and 

171.16 for requirements.) 

11. People Evacuated 

If the accident/incident resulted in an evacuation of the area because of an actual 

or a potential exposure to hazardous material, enter the number of persons 

evacuated. This number is to be reported only by the railroad responsible for the 

equipment consist involved. 

If there were multiple consists involved in the accident, the total number of people 

evacuated is to be shown on the report for the consist most directly responsible for 

the evacuation. Precautionary evacuations and instances where it was later 

established that a release of hazardous material did not occur are to be reported. 

12. Subdivision 

Enter the full name of the subdivision on which the accident occurred, i.e. the 

Track owner’s subdivision name. If the railroad is not so divided, enter the word 

“System.” In the event of a joint accident involving Amtrak, the host railroad’s 

subdivision will apply. 

Note: If an accident occurred in a major terminal and subdivision is not 

applicable, enter terminal/yard name. 
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13. Nearest City/Town 

Enter the name of the nearest city or town. 

14. Milepost 

If the accident occurred on a main line, branch line, or siding, enter the milepost 

number, to the nearest tenth of a mile, at the location of the accident. If 

mileposts are not used, enter “N/A.” 

15. State Abbr. 

Enter the appropriate State abbreviation and code, from Appendix B of this 

Guide. 

16. County 

Enter the full name of the county or parish in which the accident occurred. 

17. Temperature 

Enter the temperature (Fahrenheit) at the accident site at the time of the accident. 

If the temperature was below zero, preface the temperature number with a minus 

(-) symbol. 

18. Visibility 

Select the most appropriate entry, and place in the code box. Make sure this entry 

does not contradict the time given in Item 6. For example, if the time of the 

accident was 1:30 p.m., it would be incorrect to code the visibility as “Dawn.” 

19. Weather 

Select the most appropriate weather condition at the time and location of the 

accident, and enter the code in the box provided. 

20. Type of Track 

The host railroad (railroad responsible for track maintenance) will 

determine/provide the type of track. Any other railroad should consult with the 

host railroad when completing this block. Select the code that identifies the type 

of track on which the accident occurred, and enter it in the box provided. Branch 

lines should be reported as mainline, code “1.” 

21. Track Name/Number 

Enter the name or number used to identify the track on which the accident 

occurred. If it is a main track of a single-track line, enter “single main track.” 

22. FRA Track Class 

Enter the class of track on which the reported consist was located at the time of 

the accident. Classes of track are defined in the Federal Track Safety Standards 

(49 CFR Part 213). Excepted track should be entered as Class “X.” 
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 Maximum Speed 

Track Freight Passenger 

Class Trains Trains 

X 10 Prohibited 

1 10 15 

2 25 30 

3 40 60 

4 60 80 

5 80 90 

6 110 110 

7 125 125 

8 160 160 

9 200 200 

23. Annual Track Density

If an accident occurred on a main track, enter the annual gross tonnage (in 

millions) over this track; otherwise, enter “N/A.” 

 

24. Timetable Direction 

If the consist identified on this report was either moving or temporarily stopped, 

enter the code that describes the timetable or schedule direction. If the equipment 

consist was a car or a cut of cars standing on the track, enter “N/A.” 

25. Type of Equipment Consist 

Select the code that best identifies the consist for which this report is being 

prepared, and enter in the box provided. Be sure that this entry is consistent with 

the values given in Items 34 and 35. 

For example: the codes “1,” “2,” “3,” “7,” “8,” “B,” and “C” are used for consists 

that contain a locomotive unit. Therefore, line 1 of Item 34 must show at least 

one locomotive in a box. If the code for a freight train is used, then line 1 of 

Item 35 must show loaded and/or empty freight cars. If the consist is a single car 

or cut of cars, there cannot be locomotives shown in Item 34 and there must be a 

car count shown in Item 35. Many such comparisons exist; be sure to check the 

interrelationship of information contained in all items related to the equipment 

consist. 

The codes for “Type of Equipment Consist” are as follows: 

1. Freight train 

2. Passenger train - Pulling 

3. Commuter train - Pulling 

4. Work train 
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5. Single car 

6. Cut of cars 

7. Yard/switching 

8. Light loco(s) 

9. Maint./Inspect. Car 

A. Spec. MoW Equip 

B. Passenger train - Pushing 

C. Commuter train - Pushing 

D. EMU 

E. DMU 

26. Was Equipment Attended? 

If the equipment consist was attended by an employee, enter “1”; otherwise, 

enter “2.” 

27. Train Number/Symbol 

If the equipment consist can be identified by means of a train number, enter that 

train number. Otherwise, enter the number of the locomotive unit from which the 

engineer was controlling the consist. If the consist for which this report is being 

prepared did not contain a locomotive, enter “N/A.” 

28. Speed 

List the speed (mph) at which the consist was traveling at the time of its 

involvement in the accident. Enter “E” in the code box to indicate if this is 

estimated; or enter “R” for a recorded speed. If this consist was stopped, enter a 

speed of “0.” 

29. Trailing Tons 

If the equipment consist reported on this form is a freight train, work train, etc., 

enter the gross tonnage, excluding locomotives, of the train. Enter “N/A” if the 

consist was a passenger train (pulling/pushing), commuter train (pulling/pushing), 

light locomotive(s), car(s), EMU, DMU, or a locomotive handling cars in 

switching operations. 

30. Type of Territory 

The host railroad (railroad responsible for track maintenance) will 

determine/provide the type of territory. Any other railroad should consult with 

the host railroad when completing this block. Identify the method(s) of railroad 

operation at the accident location by entering the appropriate code(s) in the boxes. 

The back of the form may be used if necessary. The specific instructions for 

completing this block are dependent on Block 20 (Type of Track). There are up 

to five codes available to be used. Refer to Appendix J for specific instructions. 
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30a. Remotely Controlled Locomotive? 

If this consist is NOT a part of a remote controlled operation or is NOT being 

controlled by a remote control locomotive (RCL), enter code “0.” For accidents 

involving consists controlled by RCL, enter one of the following three available 

codes that best describes the type of remotely controlled operation involved: 

1 - Remote control portable transmitter 

2 - Remote control tower operation 

3 - Remote control portable transmitter – more than one remote control 

transmitter. 

The use of codes “1,” “2,” or “3” is not dependent upon whether the RCL 

operation caused or contributed to the accident, only that the RCL was in use. 

Further explanation can be provided in the narrative. 

There are special instructions for Blocks 40–45 for coding if the consist was 

under RCL operations. 

31. Principal Car/Unit 

31a. Initial and Number 

In the upper box (“First Involved”), list the initial and number of the first 

locomotive or car in the consist being reported. 

If the consist was moving at the time of the accident, and the accident was caused 

by a mechanical or an electrical failure on this consist (cause codes beginning 

with “E”), enter the initial and number of the car or locomotive having the 

defective equipment in the lower box (“Causing”). If a mechanical or electrical 

failure on a locomotive or car in this consist did not cause the accident, enter 

“N/A.” 

The same entry will frequently appear in both upper and lower boxes, since the 

locomotive or car with the mechanical or electrical failure will also be the first 

involved. If the locomotive or car that caused the accident was contained in a 

different consist than the one described in this report, do not identify it on the 

report for this consist. A reference to the unit causing the accident may be made 

in the narrative portion of the report. 

31b. Position in Train 

In the upper box, enter the position within the consist of the locomotive unit or car 

identified in the upper box of Item 31a. When the consist contains a locomotive, 

count from and include the first locomotive unit. If the consist was a moving cut 

of cars, count from the leading end of the consist. If the consist was a single 

locomotive or moving car, enter “1.” If the consist was a standing car or a 
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standing cut of cars, enter “N/A.” 

If a locomotive unit or car is identified in the lower box of Item 31a, enter its 

position in the lower box. Use the procedure described above. 

Note: When entering the position of the car or locomotive in either box, 

be sure that this value does not exceed the total length of the 

consist. This is determined by adding the total number of 

locomotives in line 1 of Item 34 to the total number of cars shown 

in line 1 of Item 35. 

31c. Loaded 

When the entry in the upper box of Item 31a identifies a car, indicate if this car 

was loaded or unloaded by entering “Yes” or “No” in the upper box. If a car is 

not identified in Item 31a, enter “N/A.” 

If a car is identified in the lower box of Item 31a, indicate if this car was loaded or 

unloaded by entering “Yes” or “No” in the lower box. Otherwise, enter “N/A.” 

32. Railroad employees tested for drug/alcohol use. 

If any employee was tested for alcohol usage in connection with this accident, 

enter the number of positive tests in the first block. If any employee was tested 

for drug usage in connection with this accident, enter the number of positive tests 

in the second block. If testing was performed and the results were negative, enter 

“0.” If there were positive tests, but impairment is not reported as a cause of 

the accident, then provide a brief explanation in the narrative of the basis for 

this determination. You are required to identify all accidents/incidents where 

either Federal- or employer-authorized tests were performed. 

Note: The same drug and alcohol code should be reported on all corresponding 

Form FRA 6180.54’s and Form FRA 6180.55a’s that are filed under the 

same accident/incident number. 

49 CFR 225.18(a)(2) specifies that for any train accident within the requirement 

for post-accident testing under § 219.201, the railroad shall append to the Rail 

Equipment Accident/Incident Report any report required by § 219.209(b) 

(pertaining to failure to obtain samples for post-accident toxicological testing). 

33. Was this consist transporting passengers? 

Enter “Y” (for “yes”) if the consist being reported on was transporting passengers; 

otherwise enter “N” (for “no”). 
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34. Locomotive Units [Number of] (Exclude EMU, DMU, and Cab Car Locomotives) 

On line 1 (“Total in Train”), enter in the appropriate box(es) the number of 

locomotive units in this consist. If there were no locomotives in this consist, enter 

“0” in each of the boxes. Refer to the definition for “Locomotives” in Chapter 2 

(Definitions). 

For the locomotives shown in line 1, list on line 2 (“Total Derailed”) the number 

of these that were derailed in the accident. Include locomotives that derailed 

following a collision, explosion-detonation, etc., as well as those accidents 

identified as derailments in Item 7. 

35. Cars [Number of] (Include EMU, DMU, and Cab Car Locomotives) 

On line 1 (“Total in Equipment Consist”), enter in the appropriate box(es) the 

number of cars contained in the consist. A passenger car is considered loaded if it 

contains one or more passengers. Enter “0” in all boxes if the consist did not 

contain cars. (Refer to the definition for “EMU, DMU, and Cab Car Locomotives 

in Chapter 2 (Definitions). 

For the cars shown in line 1, list on line 2 (“Total Derailed”) the number of 

these that were derailed in the accident. 

Special Instruction: When the consist contains articulated cars, the count for 

these is to be the number of platforms/units in such a car. 

This is necessary in order to maintain comparability of train 

lengths. The narrative is to contain a reference that 

articulated cars were included in the consist. 

36. Equipment Damage This Consist 

Enter the amount of reportable damage sustained by the equipment consist for 

which this report is being prepared. If this consist did not have reportable 

damage, enter “0.” When multiple forms are being used, do not show the damage 

to this consist on other reports. 

When estimating damage costs, the labor costs to be reported are only the direct 

labor costs to the railroad, e.g., hourly wages, transportation costs, and hotel 

expenses. The cost of fringe benefits is excluded when calculating direct labor 

costs. Overhead is also excluded when calculating damage costs due to the 

unacceptable, non-uniform treatment of overhead under the current process. If 

the railroad chooses to have employees work overtime, then the overtime direct 

labor charges must be used. 

For services performed by a contractor, a direct hourly labor cost is calculated 

by multiplying the contractor’s total labor hours charged to the railroad by the 

applicable direct hourly wage rate for a railroad worker in that particular craft. 

However, if a railroad cannot match the equivalent craft to the labor hours spent 

by a contractor, then the railroad must use the loaded rate, i.e., the cost by hour 
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F 6180.54

for labor, fringe benefits, and other costs and fees for services charged by the 

contractor for the tasks associated with the repair of the track, equipment, and 

structures due to the train accident. 

The current method used to calculate material costs, i.e., depreciated value 

estimates, will continue to be used by all railroads. See Chapter 2, Definitions, 

Costs and Reportable Damage, for methodology of calculations. 

If a railroad chooses to use parts from older equipment to repair a damaged car 

from an accident, then fair market value for the old part should be used and 

documented as to fair market value (documentation should be publicly available 

source for refurbished equipment). FRA is concerned that the railroad pay special 

attention to using refurbished parts that might affect safety. 

37. Track, Signal, Way & Structure Damage 

The railroad responsible for maintaining the track on which the accident/incident 

occurred will enter the cost of damages to the track, signals, roadbed, track 

structures, etc. (A report must be provided even when the track damage is zero 

(0).) Other railroads will enter “N/A.” If the railroad responsible for the track 

maintenance is filing reports for multiple consists involved in the accident, only 

one of these reports will contain the total damage incurred. 

If a railroad uses rail salvaged from an abandoned track or track no longer in use, 

then the cost of the rail and ties salvaged are zero; however, the direct labor costs 

for savaging the rail and ties, building the panels, and replacing the rail (including 

subsequent welding costs if continuous welded rail (CWR) must be used in 

calculating the costs of the accident. 

38. Primary Cause Code 

Proper entry of the correct primary cause code is of critical importance, not 

only for the accident being reported, but also for FRA’s analyses conducted for 

accident prevention purposes. Because of the extensive use made of primary 

cause code entries, careful attention must be given to making correct entry for 

all accidents. 

From the cause descriptions found in Appendix C, enter the cause code that best 

describes the primary cause of the accident. All reports by a single railroad for a 

single accident must use the same cause code. When multiple railroads are 

reporting the same accident, they should attempt to resolve any differences 

concerning the cause prior to reporting. When this cannot be accomplished, each 

railroad will identify what it considers to be the primary cause of the accident. 

If none of the more specific available cause codes are appropriate, you may enter 

Cause Code M599, “Other Miscellaneous Causes,” and fully describe the 

circumstances in the narrative. By its very nature, M599 is a vague cause code 

that is intended to allow for a cause code entry for accidents that involve 
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F 6180.54

extremely unusual circumstances, and thus are not described elsewhere in 

Appendix C. Railroads should avoid unnecessary usage of this vague cause code 

as it detracts from FRA’s ability to accomplish proper train accident cause trend 

analysis for accident prevention purposes. Often, the use of Cause Code M599 

can be avoided by using both the primary and contributing cause fields to enter 

the most appropriate specific available cause codes. (Example: For an accident 

caused by a worn flange (E64C) and a worn switch point (T314), rather than 

using M599, the railroad should make a determination as to which was the 

primary cause and which was the contributing cause, and make entry of these 

specific cause codes.) 

If the cause of the accident is still under active investigation by the railroad when 

the report is due, you may enter M505. Active investigation by the railroad 

means that the railroad’s investigation of the accident is still ongoing, and the 

cause has not been fully determined. An example of an accident still under active 

investigation by the railroad would be that the railroad is still awaiting 

metallurgical results for a suspected broken rail. Often, FRA and/or the National 

Transportation Safety Board (NTSB) may also be performing their own 

independent investigations of this same accident, and their final reports may not 

be published for a considerable time period after the accident. The railroad must 

not wait for either the FRA or the NTSB to publish their findings and their 

assessment as to cause(s) of the accident to amend Cause Code M505. Once the 

railroad has completed its active investigation and determined the probable 

cause(s), the best available appropriate cause code(s) must be provided to FRA on 

an amended report for the accident pursuant to 225.13. The fact that NTSB or 

any other governmental agency has not released their findings as to probable 

cause is not a valid reason for railroads to allow cause code M505 to remain 

assigned to an accident. 

Cause Code M507 is used to denote accidents/incidents in which the investigation 

is complete but the cause of the accident/incident could not be determined. If a 

railroad uses this code, the railroad is required to include in the narrative block an 

explanation for why the cause of the accident/incident could not be determined. 

Suicide and attempted suicide. 

 Place the following miscellaneous cause codes, as applicable, in Block 38: 

(i) Code M309 “Suicide (Highway-Rail Grade Crossing Accident)”; (ii) Code 

M310 “Attempted Suicide (Highway-Rail Grade Crossing Accident)”; (iii) Code 

M509 “Suicide (Other Misc.)”; and (iv) Code M510 “Attempted Suicide (Other 

Misc.)”. These codes can be found in Appendix C, “Train Accident Cause 

Codes,” to this Guide. When entering the code for suicide and attempted suicide 

(M309, M310, M509, M510), as determined by a coroner or public authority, 

such as a public police officer, if there is also alcohol or other drug involvement, 

then enter, as the primary cause code, either M309, M310, M509, or M510, as 

applicable; and also indicate other applicable codes in the contributing code box. 

For example, if causes of a highway-rail grade crossing accident are both 
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F 6180.54

attempted suicide and drug or alcohol impairment, enter “M310” for the primary 

cause code, and enter “M301” for the contributing cause. 

If an accident is caused by a bond wire attachment issue (See Appendix C, Train 

Accident Cause Codes), information on the methods and locations of these 

attachment(s) are to be provided in the narrative (Block 52). 

There is a 5-year limit on the railroads to send in an amended report to change a 

cause code. See Chapter 1 of this Guide. Once FRA or NTSB has published its 

findings on an accident, the railroad may choose to send in another amended 

report to reflect the primary cause code as determined by FRA or NTSB. The 

railroad is not bound by the findings of either FRA or NTSB, as long as the 

railroad has made a “good faith” determination that the results of their 

investigation and analysis are accurate. 

39. Contributing Cause Code 

If there were one or more contributing causes, enter the code for the foremost 

contributing cause. Otherwise, enter “N/A.” An accident is frequently the 

culmination of a sequence of related events, and a variety of conditions or 

circumstances may contribute to its occurrence. A complete record of all of these 

would be beneficial in accident prevention analysis. However, it is not practical, 

even if it were possible, to develop forms and codes that would capture every 

detail that may be associated with the causes and resulting consequences of each 

accident. Therefore, the most appropriate combination of available codes that 

best identifies the likely primary and any contributing cause, and other factors, is 

to be used. Railroads are encouraged to use the contributing cause code. When 

the events cannot be adequately described using the primary and contributing 

cause, the railroad must use the narrative block to complete the causes of the 

accident. 

40–43. Number of Crewmembers 

Enter in the appropriate boxes the total number of crewmembers on the consist for 

which this report is being filed. If the item does not apply, enter “N/A.” 

The operator of on-track maintenance machines is to be included in 

the “Engineer” count. 

A switch foreman is to be included in the “Conductor” count. 

Switch helpers are to be included in the “Brakeman” count. 

Utility employees who were attached to the crew at the time of the accident are 

to be included in the count for the most appropriate type of crewmember 

(normally brakeman.) 
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If, through contractual agreements, a railroad has eliminated the job title of 

conductor, and those responsibilities previously discharged by a conductor are 

being fulfilled by another job title on the consist, then an entry is to be included in 

the “Conductor” count. 

If Block 30a, “Remote Control Locomotives,” has a code of 1 or 2, and the 

consist was under RCL operations, then record the RCL operator in the 

“Engineer/Operator” count, regardless of the operator’s craft. If Block 30a, 

“Remote Control Locomotives,” has a code of 3, and the consist was under RCL 

operations, then record all of the RCL operators in the “Engineer/Operator” count, 

regardless of the operator’s craft. 

44–45. Length of Time on Duty 

Show the length of time that the engineer/operator and conductor in charge of the 

equipment consist had been on duty at the time the accident/incident occurred. 

If Block 30a, “Remote Control Locomotives,” has a code of 1 or 2 and the consist 

was under RCL operations, then record the RCL operator’s length time on duty in 

the “Engineer/Operator” block, regardless of the operator’s craft. 

If Block 30a, “Remote Control Locomotives,” has a code of 3, “Remote control 

portable transmitter - more than one remote control transmitter,” and the consist 

was under RCL operations, then record all of the RCL operators in the “Engineer” 

and “Conductor” fields, regardless of the operators’ craft. If there are more than 

two RCL operators, then choose the two operators that have the longer tour of 

duty to record in the “Engineer” and “Conductor” blocks. 

46–48. Casualties 

Enter the total number of reportable casualties (fatalities and nonfatalities) on this 

consist. If none, enter “0.” 

Enter the total number of persons who sustained reportable injuries while on 

board, or as a result of striking, being struck by, or who are otherwise hurt in 

connection with the operation of this consist. This would include injuries to 

individuals who jumped from the consist prior to the accident. Do not report 

employees of another railroad. 

Include reportable casualties that result from suicides and attempted suicides, as 

determined by a coroner, public police officer or other public authority, in Boxes 

46–48, as applicable. (Prior the effective date of this guide, suicides were not 

included in Items 46–48). 

Note: All nonfatal casualties, including those being reported as occupational 

illnesses, in the case of hazardous material releases, are to be included. 

Each casualty reported on this form, regardless of whether fatal or 
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nonfatal, must be reported individually on Form FRA F 6180.55a using 

the same accident/incident report number in Item 1b. Enter the number of 

fatal and nonfatal casualties to the railroad’s employees, train passengers, 

and others. 

49. Special Study Block 

A “Special Study Block” (SSB) is for collection of information on specific 

accident issues over a specified time period in response to particular hazards or 

associated railroad risks that are of safety concern. FRA will notify the railroads, 

in writing or, if appropriate, through publication in the Federal Register, of the 

purpose and the type of information that is to be collected 

SSB for Item 49 will be broken down into SSB A (49a) and SSB B (49b). 

49a. Special Study Block A 

Use this block to indicate what type of track an accident/incident occurred on by 

using the codes “CWR” for continuous welded rail track, or “OTH” for other. 

Item 49a cannot be blank. 

49b. Special Study Block B

Special Study Block B will be used to collect information on specific accident 

issues as explained above, and if appropriate, through publication in the Federal 

Register. 

Please refer to http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click 

Here for Changes in Accident/Incident Recordkeeping and Reporting” for 

updated information. 

 

50–51. Latitude and Longitude 

Blocks 50 and 51 are for recording the latitude and longitude of the location 

where the accident occurred. These two blocks are mandatory. This 

requirement may be satisfied by either using GPS equipment to determine the 

actual longitude and latitude or by using Internet technology to determine an 

estimated longitude and latitude. 

 

FRA is using the World Geodetic System (WGS) 84 standard for recording the 

event’s latitude and longitude. It is requested that the information follow the 

WGS 84 standard. 

Although FRA would prefer decimal degrees (on hardcopy only, please follow 

value with ° to specify decimal degrees), FRA will accept latitude and longitude 

in degrees, minutes, and seconds (with °, ‘, “ to indicate units used are degrees, 

minutes, seconds) if submitted on hardcopy (electronic submissions should be in 

decimal degrees). 

The latitude should use the following format +xx.xxxxxx. The longitude should 
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use the following format -xxx.xxxxxx in decimal degrees. Use an explicit plus 

or minus sign and an explicit decimal point followed by six decimal places for 

both latitude and longitude. 

Latitude, in decimal degrees: explicit decimal, explicit +/- (WGS 84) (e.g., 

+35.301486) 

Longitude, explicit decimal, explicit +/- (WGS 84) (e.g., -085.280201) 

52. Narrative Description

A detailed narrative is basic to FRA’s understanding of the factors leading to, and 

the consequences arising from, an accident. While many minor accidents can be 

described in a few brief comments, others are more complicated and require 

further clarification. 

An adequate description of most accidents cannot be made in the limited space 

available in Block 52. The narrative can be continued on a separate sheet of 

paper attached to the report. Because of the variety of factors associated with 

accidents, it is not possible to give a comprehensive list of items you should 

include in your discussion. However, the following are to be covered when 

appropriate: 

Drug/alcohol involvement. Include a discussion of any drug/alcohol 

use connected with this accident. If positive tests were made, but 

usage/impairment was not determined to be a causal factor, explain 

the basis of this determination. 

Cause. Discuss any events or circumstances occurring prior to the 

accident that has relevance to the accident. Provide additional 

information concerning the reasons for the accident when the causes 

found in Appendix C do not sufficiently explain why the accident 

occurred. 

Diesel Fuel Tank. Identify any leakage of locomotive diesel fuel 

resulting from the accident. Identify the unit(s) by initial and number, 

the manufacturer and model designation, the capacity of the fuel tank, 

the quantity of fuel released, and any consequence of the release. 

(Was there a fire, environmental consequences, etc.?) 

Hazardous Materials. Identify the initial and number of any car 

releasing hazardous materials. List the name and indicate the 

quantity of hazardous material released. Report the number of 

fatalities and injuries resulting from a direct exposure to the released 

substance. If there was an evacuation, estimate the size of the 

affected area and the length of the evacuation. 
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Train Information. Identify any special characteristics of the 

consist being reported, e.g., unit coal train; comprising 

articulated cars. 

Unusual Types of Territory. Include any unusual types of territory that could 

not be described in Block 30. 

Other Railroads. Describe how and to what extent the on-track 

equipment of other railroads became involved in the accident. 

Bond Wire Attachment(s): If an accident is caused by a bond wire attachment 

issue, provide information on the methods and locations of these 

attachment(s). 

Do not record in the narrative personal identifiers, e.g., names, 

Social Security numbers, payroll identifications. 

53. Typed/Printed Name and Title of Preparer 

Type or print the name and title of the person responsible for 

preparing this report form. 

54. Signature 

Signature of the person shown in Item 53. 

Note: If Form FRA F 6180.54 is to be submitted electronically, signature 

(Item 54) and date of signature (Item 55) are not required. 

55. Date 

Date the signature was made in Item 54 (i.e., the date the form was initially 

completed). 

7.4 Questions and Answers on Rail Equipment Accident Reporting 

Q1. Another railroad derailed some cars on our track. The damage to our track 

did not exceed the threshold; however, their cars had extensive damage and 

the cost to repair/replace these exceeded the threshold. Do we need to 

complete a report for our railroad since we did not have significant damage 

to the track? 

A1. Yes. The criterion for reporting is whether or not the total reportable damages for 

all railroads having on-track equipment, track, signals, etc. involved in the 

accident exceeded the threshold. You indicated that the equipment damage by 

itself exceeded this amount; therefore, you must complete a report, but limit the 

damage you record to the amount required to repair/replace your damaged track. 

FRA uses the information received from all railroads to obtain a clearer picture of 

what caused the accidents and what the consequences were. 
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Q2. A passenger train was en route between stations. A component failure and 

the resulting electrical arching between the third rail and a collector plate 

caused a traction motor to burn out. The train came to a stop as smoke 

and fumes entered the passenger compartment. The passengers were 

evacuated; however, there were no reports of injury. The repair and 

replacement of damaged components will exceed the threshold. Is this a 

reportable train accident? 

A2. Yes. The regulation requires that any event involving the operation of on-track 

equipment and resulting in damage above the reporting threshold is to be 

reported. However, a component failure is not reportable when the physical 

damage is confined to the component and there are no other consequences of a 

reportable nature. Take, for example, the following scenario: a traction motor 

problem is detected by the engineer. She is able to cut out that motor and 

proceeds to the next terminal where the unit is removed from service and the 

traction motor replaced at a cost exceeding the threshold. 

Crankcase explosions, turbo charger failures, and incidents involving catenaries 

must meet this same general criterion to be reportable. For example, a crankcase 

explosion extensively damages the block, crankshaft, and oil pan. A subsequent 

fire causes additional damage to other components in the engine compartment. 

The train is unable to proceed, and crewmembers suffer from smoke inhalation. 

An event such as this, or a turbo charger explosion with similar consequences, 

will generally be reportable. 

Q3. Sometimes damage to equipment is discovered during an inspection, but it 

cannot be determined how the damage occurred, or it may simply be the 

result of routine wear and tear. If the cost of repairing or replacing the 

component(s) exceeds the threshold, do we need to make a report? 

A3. No. The equipment in this example was not in operation when the damage was 

detected. In addition, it is unlikely that a factual report could be prepared that 

would adequately describe how the damage occurred. Such a report, missing vital 

information, would be of little use in accident analysis. 

Q4. A shipment of cars was dropped off and secured at an industry siding. 

Employees of the industry were attempting to move one of the cars when it 

got away from them, struck a derail, rolled over on its side, and sustained 

substantial damage. The industry’s railroad operations are confined to its 

own installation, which is completely off general system. The car did not 

leave the industry’s property or foul the track maintained by my railroad. 

Do we need to report this event? 

A4. No. The event described was not caused by, nor did it involve, the operation of 

your railroad. The industry does not have to report the event to FRA because the 
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industry is considered a plant railroad that operates entirely off the general 

system. Part 225 does not apply to plant railroads that operate entirely off the 

general system. See § 225.3. 

Q5. A unit coal train was returning with 115 empties when it was delayed due to 

a heavy downpour that stopped all rail operations. The crew was removed 

from the train because of the extreme weather conditions. Heavy flooding 

from the rain washed out a portion of the main track that the train was 

occupying. The next morning, 28 cars were on their sides. The preliminary 

estimate of equipment damage alone is over $100,000. Is this a reportable 

train accident? 

A5. Yes. The regulation requires that any event, including acts of God, involving 

the operation of on-track equipment (standing or moving), and causing 

damage above the threshold for train accidents. must be reported. 

Q6. Our switch crew was switching an industry when the wind blew the industry 

gate into the side of a car being shoved. The industry gate was destroyed. 

Would this be considered as a track structure? Please elaborate more 

specifically concerning which structures would or would not be included in 

railroad track damage. 

A6. The damages to an industry-owned gate would not be considered as railroad 

track damage. Additionally, if an accident resulted in damages to the door of 

a roundhouse, diesel shop, or repair shop, none of these would be considered 

as track structures, and thus would not be considered as track damage. 

Should a train strike and damage a platform used for loading and unloading 

passengers, this type of structure is not an integral part of the track structure, 

and also would not be considered as track damage. 

On the other hand, should a derailment result in damages to a signal bungalow 

located adjacent to a track, this would be considered as track damage, as it is an 

adjunct to the track. For this same reason, damage to tunnels, bridges, snow 

sheds, or other track-related structures would be considered as track damage. 

Q7. Do costs for re-railing equipment contribute to the total costs of the railequipment accident? 

A7. This cost is part of the “cost of clearing wrecks,” which is generally excluded 

from the calculation of “reportable damage.” Chapter 2, page 20 of this Guide 

explains reportable damage. 

Q8. A rail-equipment derailment occurred on railroad property in July. Only 

one car was damaged, with less than $50 of track damage. The railroad 

made a good faith estimate that the damage to the car was $4,000. FRA 

Form F 6180.97 was completed. The damaged railroad car was taken to a 
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repair facility, but no repairs were made until 14 months later. During the 

repair, other damage related to the derailment was discovered, and now the 

event is reportable. Should the railroad file the late report? What other 

considerations should be made? Does the requirement for completing and 

mailing FRA Forms F6180.81 and F6180.78 for cases involving a human 

factor cause still apply? 

A8. The derailment should be reported to the FRA regardless of when the 

determination was made using the FRA Form F6180.54, “Rail Equipment 

Accident/Incident Report.” In the case of rail equipment accidents/incidents, the 

determination of whether the combined railroad equipment and track damage 

costs exceed the current threshold limit can be determined relatively promptly, 

and in most cases, sufficiently accurate. Typically, this is accomplished by 

estimates provided by qualified mechanical and track department supervisors on 

the individual railroads. 

However, FRA does recognize that in some cases, the actual costs to repair a 

damaged piece of railroad equipment may greatly exceed the estimated cost, and 

this may elevate a previously non-reportable rail equipment accident over the 

threshold and become reportable at a later date. This is most likely to occur when 

a privately owned freight car is damaged and is sent back to the owner for repairs. 

In these cases, a report must still be prepared by the railroad company regardless 

of the time between date of the accident/incident, and the date when knowledge is 

received rendering the accident/incident reportable. A letter of explanation as to 

why the report is filed late must be submitted. 

 

There are no provisions in the FRA Guide that would allow a railroad to dispense 

with the requirement for completing and mailing FRA Forms F6180.81 to FRA, 

and Part I of FRA Form F6180.78 to the appropriate employee(s) for cases 

involving a human factor cause that are late reported. The regulation and FRA 

Guide are clear with respect to the necessity that these forms be completed for all 

cases involving a human factor primary and/or contributing cause code. The fact 

that a rail equipment accident/incident is reported late does not in any way relieve 

the railroad from compliance with these provisions. Even if you should find, 

through mistake or otherwise, a reportable rail equipment accident/incident 

occurred 2 or even 3 years ago, and had not been previously reported, a late report 

is required by FRA. If that accident/incident involved a human factor primary 

and/or contributing cause code, then the completion of FRA Forms F6180.81 and 

F6180.78 would also still be required. Although the employee(s) involved may 

question the delay involved, the named employee(s) still will have the opportunity 

to offer any statement(s) concerning the validity of the railroad’s report. This is 

the intent of the regulation; that is, that the employee’s statement is made a part of 

the accident reporting process. 

Q9. Our railroad had some historical equipment damaged, which cannot be 

repaired or replaced in-kind. The equipment is worth substantially more 
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than the depreciated value. What should be used for the estimated 

equipment costs? 

A9. Antique value of passenger rail cars is very difficult to estimate. Railroads should 

attempt to discern a fair market price for the equipment that cannot be replaced.

Q10. If a system car is destroyed and the car is under 30 years of age, what 

method should be used to report damages: 1) the straight depreciated value 

of the car, or 2) the depreciated value, minus the scrap value, plus the 

dismantling costs? 

A10. Only Item (1) can be used. Chapter 2 shows a straight-line method for 

depreciating destroyed equipment. Even with equipment that is 30 years old, 

there is a 10 percent value that would include the scrap value. 

Q11. Our crew was shoving 29 cars into a yard track, and a member of the crew 

was on the ground for the purpose of protecting the shove. The crewmember 

failed to note that a switch was improperly lined. The lead car entered the 

adjacent track, striking a standing car, derailing it and the lead car of the 

shoving movement. What would be the proper method of cause assignment 

for this type of accident? 

A11. There are detailed instructions found in Chapter 7 for completing Item 38, 

“Primary Cause Code,” and Item 39, “Contributing Cause Code,” on FRA Form 

F 6180.54, Rail Equipment Accident/Incident Report. These instructions are also 

applicable to entries into Item 28, “Primary Cause,” and Item 29, “Contributing 

Cause,” on FRA Form F 6180.97, Initial Rail Equipment Accident/Incident 

Report. Because the reporting of the proper cause codes is very important to 

accident analysis, the basic philosophy is that the best available cause code(s) 

must be used to describe the cause(s) of an accident. 

In your case, it would appear that there are two cause codes that should be 

recorded. First, it would appear that the primary cause should be entered as 

H306, “Shoving movement, absence of man on or at leading end of movement,” 

or H307, “Shoving movement, man on or at leading end of movement, failure to 

control,” whichever is most applicable. Additionally, as a contributing cause, it 

would appear that Cause Code H702, “Switch improperly lined,” would be 

applicable to this accident. As you describe this accident, it would appear that an 

accident would not have occurred had the leading end of the movement been 

properly protected by the employee, and this would be the primary cause of the 

accident. 
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7.5 Common Reporting Errors 

Duplication of Information. A railroad whose involvement in an accident is limited to track 

maintenance responsibility should mark all items relating to the equipment consist “N/A.” These 

items are numbers 8, 9, 10, 11, 24, 25, 26, 27, 28, 29, 31, 33, 34, 35, 36, 40, 41, 42, 43, 44, 45, 

and 47. This information will be reported by the railroad responsible for the individual 

consist(s). A railroad that did not have track involved in the accident must not list the damage to 

the track. 

Do not send in reports concerning a consist for which another railroad has reporting 

responsibility. 

Missing or Incomplete Reports. Do not leave blank items on the form. If the value is unknown, 

an estimate should be used. If the item does not apply, “N/A” should be entered. If the correct 

response is “none,” a “0” should be inserted in the item. 

An accident report must be made by all railroads involved, regardless of the extent of damage 

sustained by individual railroads. 

When filing multiple reports for a single accident/incident, be sure to verify that the 

information contained on the various reports does not contradict itself. Of particular 

importance are such items as: 

Item Contents

5 Date of Accident/Incident 

6 Time of Accident/Incident 

7 Type of Accident/Incident 

15 State Abbr. [where the accident occurred] 

16 County [where the accident occurred] 

38 Primary Cause Code 

If a Form FRA F 6180.55a or Form FRA F 6180.57 is also required for the accident, be sure to 

compare similar items between these additional forms. 

If there were reportable casualties resulting from the accident, a line entry must be made on 

Form FRA F 6180.55a for each casualty. In highway-rail grade crossing accidents, the railroad 

responsible for the equipment consist that struck or was struck by the highway user must file a 

Form FRA F 6180.57. 

Avoid contradictions on a single form by comparing related items. For example, it would be 

incorrect for a report to show more locomotives or cars derailed in a consist than were actually 

contained in that consist, as shown in Items 34 and 35. Similarly, if the report showed no 

conductors in Item 42, it would be inconsistent to show the conductor’s time on duty in Item 45. 

 
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F 6180.81

8. Form FRA F 6180.81 - Employee Human Factor Attachment 

8.1 Requirement 

If, in reporting a rail equipment accident/incident on Form FRA F 6180.54, a railroad cites an 

employee human factor as the primary cause or a contributing cause of the accident; then the 

railroad that cited such employee human factor must complete the Form FRA F 6180.81, which 

is titled “Employee Human Factor Attachment.” The Employee Human Factor Attachment is to 

be attached to the Rail Equipment Accident/Incident Report to which it pertains. For purposes of 

completing this form, “employee” is defined as a Worker on Duty–Railroad Employee (Class 

A), Railroad Employee not on Duty (Class B), Worker on Duty–Contractor (Class F), and 

Worker on Duty–Volunteer (Class H). See §§ 225.5, 225.12. 

This form is only used in connection with a reportable rail equipment accident/incident where the 

Form FRA F 6180.54 submitted to FRA identifies an employee human factor as either the 

primary or contributing cause of the accident. 

8.2 General Instructions and Interpretations 

Each employee identified on Form FRA F 6180.81 must be notified according to the 

instructions found in the section for preparing Form FRA F 6180.78 and on the back of that 

form. 

If a reporting railroad makes allegations concerning the employee of another railroad, the 

employing railroad must promptly provide the name, job title, address, and medical status of 

any employee reasonably identified by the alleging railroad, if requested. 

If a railroad is initially unable to identify a particular railroad employee responsible for causing 

the accident, but subsequently makes such identification, the railroad shall prepare a revised 

Form FRA F 6180.81 and forward it to FRA. In addition, a notification (Form FRA F 6180.78) 

must be sent to the identified employee within 15 days of the date the revised Employee Human 

Factor Attachment was prepared. 

A railroad has reasonable discretion to defer notification of implicated employees on 

medical grounds. 

If an implicated employee has died as a result of the accident, a notice addressed to that 

employee must not be sent to any person. If an implicated employee has died of any cause by 

the time that the notice is ready to be sent, no notice addressed to that employee is required. 

If the reporting railroad has scheduled or is conducting a formal investigation of a rail equipment 

accident/incident to determine whether it was caused by an employee human factor. and if the 

investigation has not concluded prior to the filing of the regular monthly report, the railroad 

must, nonetheless, attach a Form FRA F 6180.81 to the Form FRA F 6180.54 to which it 

pertains. The following instructions apply in these situations: 
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1. In the “ Description” area of Form FRA F 6180.81, you are to explain that 

employee(s) have not been named because the railroad is awaiting results of the 

formal investigation. Indicate whether the formal investigation is currently in 

progress or the date that it is scheduled to begin. 

2. After transmittal of such Form FRA F 6180.81, and when the formal investigation has 

been concluded for that rail equipment accident, the reporting railroad must promptly 

provide a “corrected copy” of FRA Form F 6180.81 for each implicated employee. 

Implicated employees are to be notified in accordance with instructions found in 

Section 8.2 of this Chapter. 

The above provisions apply only when a formal investigation is scheduled or in progress and 

where the naming of an employee(s) on FRA forms prior to a railroad’s formal inquiry may give 

the appearance of “pre-judging” the guilt or innocence of the affected employee(s). If a railroad 

does not schedule a formal inquiry for a rail equipment accident/incident caused by an employee 

human factor, the standard provisions described in this chapter apply. 

8.3 Submission 

Form FRA F 6180.81 is to be attached to Form FRA F 6180.54 (when applicable). Form FRA 

F 6180.81 may be submitted via optical media (CD-ROM) or electronically, via the Internet, but 

must also be submitted in .pdf or .jpg file format. 
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F 6180.78

9. Form FRA F 6180.78 - Notice to Railroad Employee Involved in Rail 

Equipment Accident/Incident Attributed to Employee Human Factor: 

Employee Statement Supplementing Railroad Accident Report 

9.1 Requirement 

For each employee whose act, omission, or physical condition was alleged by the railroad as the 

employee human factor that was the primary cause or a contributing cause of a reportable rail 

equipment accident/incident (as reported on Form FRA F 6180.54) and whose name was listed in 

the Employee Human Factor Attachment (Form FRA F 6180.81) for the accident, and for each 

such railroad employee of whose identity the railroad has actual knowledge, the alleging railroad 

shall: 

1. Complete Part I, “Notice to Railroad Employee,” of Form FRA F 6180.78 with 

information regarding the accident, in accordance with the following instructions and 

those on the form; and 

2. Hand-deliver or send by first-class mail (postage prepaid) the following to that employee 

within 45 days after the end of the month in which the rail equipment accident/incident 

occurred: 

a. A copy of Form FRA F 6180.78, “Notice to Railroad Employee Involved in Rail 

Equipment Accident/Incident Attributed to Employee Human Factor: Employee 

Statement Supplementing Railroad Accident Report,” with Part I completed as to the 

applicable employee and accident. 

b. A copy of the railroad’s Rail Equipment Accident/Incident Report and Employee 

Human Factor Attachment on the rail equipment accident/incident involved. 

c. If the accident was also reportable as a highway-rail grade crossing accident/incident, 

a copy of the railroad’s Highway-Rail Grade Crossing Accident/Incident Report on 

that accident. See § 225.12. 

An “employee human factor” includes any of the accident causes signified by the train accident 

cause codes listed under “Train Operation–Human Factors” in the current FRA Guide, except for 

those train accident cause codes pertaining to non-railroad workers. For purposes of Form FRA 

F 6180.78 and for purposes of the definition of “employee human factor,” “employee” includes 

the following classifications: 

1. Worker on Duty–Railroad Employee 

2. Railroad Employee Not on Duty 

3. Worker on Duty–Contractor 

4. Worker on Duty–Volunteer 

See § 225.5 for definition of employee human factor and § 225.12 for definition of employee and 

for substantive requirements. 
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F 6180.78

This form is only used in connection with a reportable rail equipment accident/incident where the 

Form FRA F 6180.54 submitted to FRA identifies an employee human factor as either the 

primary or contributing cause of the accident. 

9.1.1 Employee Action upon Receipt of Notification 

Employee statements supplementing railroad accident reports are voluntary, not mandatory. 

The nonsubmission of a supplement does not imply that the employee admits or endorses the 

railroad’s conclusions as to cause or any other allegations. See § 225.12(g)(1). 

Although a supplement is completely optional and not required, if an employee wishes to submit 

a supplement and ensure that, after receipt, it will be properly placed by FRA in a file with the 

railroad’s Rail Equipment Accident/Incident Report and that it will be required to be reviewed by 

the railroad that issued the notice, the supplement must be made on Part II of Form FRA 

F 6180.78 (titled “Notice to Railroad Employee Involved in Rail Equipment Accident/Incident 

Attributed to Employee Human Factor; Employee Statement Supplementing Railroad Accident 

Report”), following the instructions printed on the form. These instructions require that, within 

35 days of the date that the notice was hand-delivered or sent by first-class mail to the employee 

(except for good cause shown), the original of the supplement be filed with FRA and a copy be 

hand-delivered or sent by first-class mail to the railroad that issued the notice. The railroad will 

have to reassess its conclusions as to the cause of the accident and other circumstances, and file 

corrected reports with FRA concerning the accident, when appropriate. See § 225.12(g)(2). 

Information that the employee wishes to withhold from the railroad must not be included in this 

supplement. If an employee wishes to provide confidential information to FRA, the employee 

should not use the supplement form (Part II of Form FRA F 6180.78), but rather provide such 

confidential information by other means, such as a letter to the employee’s collective 

bargaining representative, or to the Federal Railroad Administration, Office of Safety 

Assurance and Compliance, RRS-11, 1200 New Jersey Avenue, SE., Washington, DC 20590. 

The letter should include the name of the railroad making the allegations, the date and place of 

the accident, and the rail equipment accident/incident number. See § 225.12(g)(3). 

If an employee chooses to submit a supplement to FRA, all of the employee’s assertions in the 

supplement must be true and correct to the best of the employee’s knowledge and belief. 

See § 225.12(h). 
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F 6180.57

10. Forms FRA F 6180.57 - Highway-Rail Grade Crossing 

Accident/Incident Report & FRA F 6180.150 – Highway User Injury 

Inquiry Form 

10.1 Requirement 

Any impact, regardless of severity, between railroad on-track equipment and a highway user at a 

highway-rail grade crossing site, is to be reported on Form FRA F 6180.57. The term “highwayrail grade crossing” means: (1) a location where a public highway, road, or street, or a private 

roadway, including associated sidewalks, crosses one or more railroad tracks at grade; or (2) a 

location where a pathway explicitly authorized by a public authority or a railroad carrier that is 

dedicated for the use of non-vehicular traffic, including pedestrians, bicyclists, and others, that is 

not associated with a public highway, road, or street, or a private roadway, crosses one or more 

railroad tracks at grade. The term “sidewalk” means that portion of a street between the curb 

line, or the lateral line of a roadway, and the adjacent property line or, on easements of private 

property, that portion of a street that is paved or improved and intended for use by pedestrians. 

See § 225.5. The term “highway user” includes automobiles, buses, trucks, motorcycles, 

bicycles, farm vehicles, pedestrians, or any other mode of surface transportation motorized and 

un-motorized. In addition, the term highway user encompasses users of pathways explicitly 

authorized by a public authority or a railroad carrier that is dedicated for the use of non-vehicular 

traffic, and that is not associated with a public highway, road, or street, or a private roadway. All 

crossing locations within industry and rail yards, ports and dock areas are considered highwayrail crossings within the meaning of the term. 

10.2 Additional Requirements 

Rail Equipment Accident/Incident Report, Form FRA F 6180.54. If a highway-rail grade 

crossing accident/incident results in reportable damage greater than the current reporting 

threshold used for Rail Equipment Accident/Incident reporting, the railroad must also submit to 

FRA a Form FRA F 6180.54, “Rail Equipment Accident/Incident Report.” The reporting 

threshold for calendar years 2002–2005 is $6,700. The reporting threshold for calendar year 

2006 is $7,700. The reporting threshold for calendar year 2007 is $8,200. The reporting 

threshold for calendar year 2008 is $8,900; and, for accidents that occur in calendar year 2010, 

the reporting threshold is $9,200. In these situations, the type of accident is to be coded as 

“Hwy-rail crossing” in Block 7 of Form FRA F 6180.54. See § 225.19(c). Refer to 

http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for Changes in 

Accident/Incident Recordkeeping and Reporting” for updated information. 

Railroad Injury and Illness (Continuation Sheet), Form FRA F 6180.55a. If a highway-rail 

grade crossing accident/incident results in a reportable casualty, the railroad must also file a 

Form FRA F 6180.55a. See § 225.19 (d). A highway user who is involved in a highway-rail 

grade crossing accident/incident and is transported from the scene of a highway-rail grade 

crossing accident/incident to a medical facility via ambulance or other form of medical 

conveyance is presumed to have sustained an FRA reportable injury. Absent evidence to rebut 

this presumption, the railroad must report the injury to FRA on Form FRA F 6180.55a, “Railroad 
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F 6180.57

Injury and Illness Summary (Continuation Sheet),” and show the injury on Block 46 on Form 

FRA F 6180.57. If the railroad later discovers that the highway user did not sustain a reportable 

injury, the railroad must notify FRA in accordance with the late reporting instructions. See 

§ 225.13. 

Suicide. If the impact between the railroad on-track equipment and a highway user occurred 

because the highway user committed or attempted to commit suicide (as determined by a 

coroner, public police officer, or other public authority) the highway-rail grade crossing 

accident/incident must be reported on Form FRA F 6180.57 and the death of or injury to, if 

reportable, that highway user must be reported to FRA on FRA Form F 6180.55a. See 

instructions for completing Blocks 41, 46, 49, and 52 under Section 10.4 below. 

Determination of Nature and Severity of a Highway-Rail Crossing Injuries: In order to fulfill its 

responsibilities in determining the nature and severity of a highway-rail grade crossing injury 

and to accurately report such injury, a railroad must try to contact any potentially injured 

highway user involved in a highway-rail grade crossing accident/incident, or their representative, 

in writing and, if unsuccessful in obtaining the needed information, by telephone. If a highway 

user died as a result of the highway-rail grade crossing accident/incident, a railroad must not 

send this form to any person. In addition, the letter must be accompanied by a cover letter and 

prepaid/preaddressed envelope. See 10.7 below for complete instructions and Appendix N for a 

sample cover letter. 

10.3 General Instructions and Interpretations 

Any impact (including an impact due to the commission or attempted commission of a suicide, 

as determined by a coroner, public police officer, or other public authority), regardless of 

severity, between railroad on-track equipment and any highway user of a highway-rail grade 

crossing, is to be reported on Form FRA F 6180.57. Highway users include, but are not limited 

to, automobiles, buses, trucks, motorcycles, bicycles, recreational vehicles, farm vehicles, 

construction vehicles, roadway maintenance vehicles, pedestrians, and any other mode of surface 

transportation motorized or un-motorized. 

Location of Actual Impact. Incidents involving highway users who have unsuccessfully 

attempted to avoid striking or being struck by railroad on-track equipment at a crossing site are 

to be reported, regardless of where the actual impact between the consist and the highway user 

occurred. 

U.S. DOT Grade Crossing Identification Numbers. A Form FRA F 6180.57 must be completed 

for collisions/impacts between on-track equipment and users of highway-rail grade crossing 

sites, including crossing locations within industries or rail yards, ports and dock areas. The grade 

crossing must be identified on Form FRA F 6180.57 by its identification number, which is its 

U.S. DOT Grade Crossing Inventory Number. The U.S. DOT Grade Crossing Identification 

Number means and is referring to the U.S. DOT Grade Crossing Inventory Number. 

The U.S. DOT Grade Crossing Identification Number recorded in block 4 of Form FRA 

F 6180.57 is a key element of this report and must be provided. If you are unable to obtain this 
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F 6180.57

number from your railroad track or signal departments, or through the State Inventory Contact, 

then assistance may be obtained by contacting an FRA highway grade crossing manager at any 

of the regional offices found in Appendix G, or by calling (202) 493-6299 (refer to 

http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for Changes in 

Accident/Incident Recordkeeping and Reporting” for updated information). The same 

procedures are to be followed when an accident occurs at a crossing that is not a part of the U.S. 

DOT Crossing Inventory. 

In the event of a highway-rail grade crossing accident at a new crossing without a U.S. DOT 

Grade Crossing Identification Number, a new number must be obtained from FRA by calling 

(202) 493-6299 (refer to http://safetydata.fra.dot.gov/OfficeofSafety and click on “Click Here for 

Changes in Accident/Incident Recordkeeping and Reporting” for updated information). 

Involvement of Other Highway Users in the Accident/Incident. It is not necessary to complete 

additional FRA Form F 6180.57 reports for other highway users that become subsequently 

involved in an accident when they are on the same crossing approach. Report the first highway 

user involved in the accident. Briefly describe the accident and note any additional casualties or 

other vehicle damage in the narrative. A new Form FRA F 6180.57 report is required only if 

another highway user approaches the crossing from the opposite side and strikes or is struck by 

on-track equipment. 

Responsibilities of the Railroad Whose Involvement is Limited to Track Maintenance. 

FRA Form F 6180.57. A railroad whose involvement in a highway-rail grade crossing 

accident/incident is limited to track maintenance responsibilities is not to complete Form FRA 

F 6180.57. When the reporting railroad is different than the railroad maintaining the track, the 

railroad responsible for the track must be identified in Item 3a. Report number “XXX” is to be 

entered in Item 3b in these instances.

FRA Form F 6180.54. If the accident/incident satisfies the reporting requirements for rail 

equipment accidents (e.g., reportable railroad damage exceeds threshold), Form FRA F 6180.54 

must also be completed by all railroads involved, including the railroad with track maintenance 

responsibility. See § 225.23(c). 

Unique Identifier. Each accident/incident must have an identifying number that is unique for the 

report month. All forms used by a carrier to report a single event must use the same 

accident/incident number. Do not append additional characters on different forms for the same 

accident/incident. For example, if a railroad has two casualties resulting from an accident, do not 

report one casualty using the reporting number 12345, and the number 12345-A for the second. 

The reporting number must be exactly the same for both reports. 

If actual data is not available when the report is due, estimated values are to be used. If it is later 

determined that an estimated value was significantly in error, a corrected report must be 

forwarded. See § 225.13. 
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F 6180.57

All items must be filled in; do not leave items blank. Enter “N/A” for those items that do not 

apply to an accident. If “none” is the proper response for an item, for example, the number of 

cars in a consist, enter “0,” do not enter “N/A.” 

Closed Crossing. If a highway-rail grade crossing is closed (see Chapter 2, Definitions, for the 

definition of a closed crossing), then the impact would not be classified as a highway-rail grade 

crossing accident, and the Form FRA F 6180.57 must not be submitted or completed. However, 

if the monetary threshold was exceeded, the Rail-Equipment Accident/Incident Report Form 

FRA F 6180.54 would be required. The “Type of Accident” is classified as an “Obstruction” if a 

vehicle travels on a road where the pavement has been removed (the road is closed) and attempts 

to cross the tracks and is struck by on-track equipment. 

Barricaded Crossing or Temporarily Closed Crossing. Any impact at a barricaded or 

temporarily closed crossing is still reportable per Form FRA F 6180.57 requirements. 

10.4 Instructions for Completing Form FRA F 6180.57 

Item Instruction

 1. Name of Reporting Railroad 

Enter the full name of the reporting railroad. 

1a. Alphabetic Code

Enter the reporting railroad’s code, found in Appendix A. (Railroads whose 

involvement in the accident/incident is limited to track maintenance responsibility 

are not to complete a Form FRA F 6180.57.) 

1b. Railroad Accident/Incident [Number]

Enter a unique identifying number for the accident/incident being reported. All 

reports connected with this accident/incident must use the same reporting number. 

The report number may contain up to 10 numeric and/or alphabetic characters. 

2. Name of Other Railroad or Other Entity Filing for Equipment Involved in Train 

Accident/Incident

If an equipment consist operated by another railroad or other entity was involved 

in the accident, enter the full name of that railroad. If more than one other 

railroad had a consist involved, list only one name. 

2a. Alphabetic Code

Enter the code of the railroad identified in Item 2. 

2b. Railroad Accident/Incident No. 

Enter the reporting number used by the railroad shown in Item 2 to identify this 

accident/incident. 

 3. Name of Railroad or Other Entity Responsible for Track Maintenance
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F 6180.57

Enter the name of the railroad or other entity responsible for maintaining the track 

on which the accident/incident occurred. 

3a. Alphabetic Code

Enter the code of the railroad identified in Item 3. 

3b. Railroad Accident/Incident No.

Enter the reporting number used by the railroad shown in Item 3 to identify this 

accident/incident. If the railroad shown in Item 3 differs from the reporting 

railroad, and if the accident does not require that a Form FRA F 6180.54 be filed, 

then enter “XXX” as the accident/incident number. However, if the accident also 

requires that Form FRA F 6180.54 be completed, enter the number used on the 

rail equipment form by the railroad responsible for track maintenance. 

4. U.S. DOT Grade Crossing Identification Number

Enter the U.S. DOT National Highway-Rail Crossing Identification Number 

assigned to the crossing involved. The U.S. DOT Grade Crossing Identification 

Number means and is referring to the U.S. DOT Grade Crossing Inventory 

Number. This field must contain this number before submitting the incident 

report. This number must be provided by the reporting railroad, regardless of 

who actually owns or maintains the track or the crossing site. This is also 

required for a crossing location within industries and rail yards, ports and dock 

areas, such as in a plant area owned by a private corporation or a railroad. 

Contact the operating railroad to obtain the number. (It is strongly recommended 

that the Accident/Incident Report be compared with the U.S. DOT Inventory 

Report on FRA’s Web site to ensure that the correct crossing number has been 

identified and that the other data elements match.) Entering the term “NOT 

ASSIGNED” is not acceptable and the Form will be returned for completion with 

the correct information. 

In the event that the subject crossing was never assigned a number, a new valid 

crossing number must be obtained from FRA. If an identification number has not 

been assigned to the crossing, a completed Inventory Report Form must be filed 

with the incident report. The new U.S. DOT Crossing Inventory Form can be 

obtained from FRA’s Office of Safety Web site (http://safetydata.fra.dot.gov/

OfficeofSafety) or by calling (202) 493-6299. (For updated information refer to 

http://safetydata.fra.dot.gov/OfficeofSafety and click on the “Crossing” tab to 

query inventory. Existing crossing numbers can be obtained by contacting the 

FRA Washington Headquarters or searching FRA’s Web site. 

There is only one exception for which an incident report will be accepted without 

an assigned number in this field. This is where the crossing was created to serve 

specific temporary activities for less than 6 months (such as for construction). In 

this case, enter “TEMP.” 

 5. Date of Accident/Incident
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Enter the date the accident/incident occurred. 

 6. Time of Accident/Incident

Enter the time the accident/incident occurred, in the local time of the location 

where the accident/incident occurred, and check the appropriate “a.m.” or “p.m.” 

box. Do not use military time. 

 7. Nearest Railroad Station

Enter the name of the nearest timetable station. In event of accidents involving 

Amtrak, the host railroad’s nearest station will apply. 

 8. Subdivision

Enter the full name of the subdivision on which the accident occurred, i.e. the 

track owner’s subdivision name. If the railroad is not so divided, enter the word 

“System.” In the event of a joint accident involving Amtrak, the host railroad’s 

subdivision will apply. 

Note: If the accident occurred in a major terminal and subdivision is not 

applicable, enter “terminal/yard name” 

 9. County

Enter the full name of the county or parish in which the accident/incident 

occurred. 

10. State Abbr. Code

Enter the appropriate State code, found in Appendix B, for the State in which the 

accident occurred. 

11. City

If the accident occurred within the jurisdiction of a city, town or hamlet, enter the 

full name of this location; otherwise, enter “N/A.” 

12. Highway Name or Number

Enter the name or number of the highway or street involved. If the impact 

occurred at a public crossing, place an “X” or checkmark in the block titled 

“Public.” If at a private crossing, place an “X” or checkmark in the block titled 

“Private.” 

13. Type [of Highway User Involved]

Select the code that best identifies the type of highway user involved in the 

accident/incident. 

Note: If a pedestrian is identified in this item, then Items 14, 42, 44, 45, 

and 47 are to be coded “N/A.” 

14. Vehicle Speed [of Highway User Involved]
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List the estimated speed (mph) that the highway user was traveling at the time of 

impact. If the highway user was not a vehicle, enter “N/A”. If the vehicle was 

stopped on the crossing at the time of impact, enter “0.” The inclusion of a 

vehicle speed of 0 mph when the form elsewhere indicates that the vehicle was 

moving over the crossing or around the gate is prohibited. 

15. Direction [of Highway User Involved]

Select the code that best describes the geographical direction in which the 

highway user was moving, and enter it in the box provided. If the highway user 

was stopped, identify the intended direction of travel. 

Note: It is possible in some circumstances for the geographical direction 

of the highway user to be the same as the timetable direction of the 

railroad consist given in Item 31. 

16. Position [of the Highway User Involved]

Select the code that best describes the position of the highway user at the time of 

impact, and enter in the code box. The codes are as follows: (1) Stalled or stuck 

on crossing; (2) Stopped on Crossing; (3) Moving over crossing; (4) Trapped on 

crossing by traffic; and (5) Blocked on crossing by gates. The fifth option, (5) 

“Blocked on crossing by gates,” applies to those situations in which a highwayuser is prevented from leaving the crossing because the highway user is blockedin by crossing gates. 

Note: If the highway vehicle was stopped or stalled on the crossing at the 

time of impact, the speed given in Item 14 must be “0.” 

17. Equipment [Rail Equipment Involved]

Select the code that best identifies the railroad equipment consist involved in the 

accident/incident and enter it in the box provided. (See definitions of types of rail 

equipment given in Chapter 2.) Note that on-track work equipment such as 

ballast tampers are classified as cars and, therefore, should be identified by using 

code “4” or “5.” 

When completing this item, pay particular attention to its relationship to other 

items on the form to avoid contradictions. Some examples of contradictory 

responses are as follows: 

a. If the description of a railroad equipment includes a reference to “pulling,” 

“pushing,” or “moving,” then train speed (“Consist Speed”) in Item 30 

cannot be “0.” 

b. If the description states that the consist was “standing,” then speed in item 

30 must be “0,” and Item 19 cannot indicate that the consist struck the 

highway user. 
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c. If a train is identified, there must be a count of the number of locomotives 

given in Item 28. If the equipment consist was a single car or cut of cars, 

then Item 28 must be “0,” and the count of cars must be entered in Item 

29. 

The values of the codes are: 

1. Train (units pulling) 

2. Train (units pushing) 

3. Train (standing) 

4. Car(s) (moving) 

5. Car(s) (standing) 

6. Light loco(s) (moving) 

7. Light loco(s) (standing) 

8. Other (specify) 

A. Train pulling – RCL 

B. Train pushing – RCL 

C. Train standing – RCL 

D. EMU Locomotive(s) 

E. DMU Locomotive(s) 

18. Position of Car Unit in Train [Rail Equipment Involved]

Identify the position within the consist of the first locomotive unit or car that 

struck or was struck by the highway user. The position is determined by counting 

from (and including) the leading locomotive unit or car to the position of the first 

car or locomotive involved in the accident. The leading unit is the first car or 

locomotive to enter the crossing, regardless of the location of the locomotive(s). 

For example, in a pushing movement involving a cut of cars and a single 

locomotive, the count would begin from the car that first entered the crossing. 

Special Instruction: When the consist contains articulated car(s), the count for 

these is to be the number of platforms/units in such a car. 

This is necessary in order to maintain comparability of train 

lengths. The narrative is to contain a reference that 

articulated cars were included in the consist. 

Note: If a single railroad car or locomotive was involved, or if the railroad 

consist struck the highway user (as shown in Item 19), then the entry in 

this item must be “1.” 
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19. Circumstance [Rail Equipment Involved]

Specify whether the railroad consist struck the highway user or was struck by the 

highway user. If the railroad equipment struck the highway user, be sure that item 

17 does not refer to “standing” equipment, and that the speed of the on-track 

equipment is given in Item 30. If the highway user struck the railroad consist, be 

sure that the estimated speed of the highway vehicle given in Item 14 is greater 

than “0” and that the position of the highway user was coded “3” in Item 16. 

20a. Was the highway user and/or rail equipment involved in the impact transporting 

hazardous materials?

Enter the code that identifies whether or not the rail equipment and/or the 

highway user was transporting hazardous material as cargo at the time of the 

impact. For the rail equipment, this includes any car containing hazardous 

material cargo within the consist, regardless of location, but not generally the 

locomotive because diesel fuel used by the locomotive and fusees carried by the 

locomotive are not considered to be cargo. Highway users are to be identified 

only when the hazardous material is being transported as cargo; the gasoline or 

diesel fuel used by the vehicle’s engine is not considered to be cargo. 

20b. Was there a hazardous materials (HAZMAT) release by

Enter the code into the box that shows if there was a hazmat release by the 

highway user and/or rail equipment. If there was no hazmat release by either of 

these, enter the code for “neither.” A release of gasoline or diesel fuel used by the 

vehicle’s engine is not considered a hazmat release for the purposes of this item. 

(Describe such occurrences in the narrative.) 

20c. State here the name and quantity of the hazardous material released, if any

Enter the name of the hazardous material released, followed by the quantity 

released. State the measure, for example, 50 gal[lons], 20 tons. Describe the 

hazardous material released in the narrative by name or the Standard 

Transportation Commodity Code (STCC). (Note: Any release of hazardous 

material must also be reported on DOT form F 5800.1. See 49 CFR § 171.15 and 

§ 171.16 for requirements.) 

21. Temperature

Enter the temperature (Fahrenheit) at the accident site at the time of the accident. 

If the temperature was below zero, preface the temperature number with a minus 

(-) sign. 

22. Visibility

Select the most appropriate entry, and place it in the code box. Make sure that the 

entry does not contradict the time given in Item 6; for example, if the time of the 

accident was 1:30 p.m., it would be inappropriate to code the visibility as 

“Dawn.” 
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23. Weather

Select the most appropriate weather condition at the time and location of the 

accident, and enter the code in the box provided. 

24. Type of Equipment Consist

Select the code that best identifies the consist for which this report is being 

prepared, and enter it in the box provided. Make sure that this entry is consistent 

with the values given in Items 17, 28, and 29. 

When this report is completed with an FRA Form F 6180.54, the “Type of 

Equipment Consist” (Item 24, FRA Form F 6180.57 and Item 25, FRA Form F 

6180.54) must be the same in both reports. 

1. Freight Train 

2. Passenger train – Pulling 

3. Commuter train – Pulling 

4. Work train 

5. Single car 

6. Cut of cars 

7. Yard/switching 

8. Light loco(s) 

9. Maint./Inspect. car 

A. Spec. MOW Equip. 

B. Passenger train – pushing 

C. Commuter train – pushing 

D. EMU 

E. DMU 

25. Track Type Used by Rail Equipment Involved

Select the code that identifies the type of track on which the accident occurred, 

and enter it in the box provided. Branch lines should be reported as main line, 

code “1.” 

26. Track Number or Name

Enter the number or name used to identify the track on which the accident 

occurred. If it is main track of a single-track line, enter “single main track.” 

27. FRA Track Class

Enter the class of track on which the reported consist was located at the time of 

the accident. Classes of track are defined in the Federal Track Safety Standards 
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(49 CFR Part 213). See 49 CFR § 213.4 and § 213.9. Excepted track should be 

entered as Class X. 

 Maximum Speed 

 

 Track Freight Passenger 

 Class Trains Trains 

 X 10 Prohibited 

 1 10 15 

 2 25 30 

 3 40 60 

 4 60 80 

 5 80 90 

 6 110 110 

 7 125 125 

 8 160 160 

 9 200 200

28. Number of Locomotive Units

Enter the total number of locomotive units in the consist involved in the accident; 

if none, enter “0.” 

29. Number of Cars

Enter the total number of cars in the equipment consist involved in the accident; 

if none, enter “0.” Be sure to include any caboose(s) in the consist in this count. 

 See special instruction for Item 18 on counting articulated cars. 

30. Consist Speed

List the speed (mph) at which the consist was traveling when the impact occurred. 

Enter “E” in the code box to indicate if this is estimated; or enter “R” for a 

recorded speed. If the consist was not moving, enter “0.” 

31. Timetable Direction

If the consist was either moving or temporarily stopped, enter the code that 

describes the timetable or schedule direction in the box provided. If this 

equipment consist was a car or a cut of cars standing on the track, enter “N/A.” 

32. Type of Crossing Warning

Identify the warning devices by entering the appropriate code(s) in the box(es). 

For codes “2” and “3,” “FLS” means “flashing light signal.” Enter a code of “5” 

(“Highway Traffic Signals”) whenever such a signal is present at the crossing site 

and is used for controlling highway traffic over the crossing. 
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33. Signaled Crossing Warning

Only if Codes 1-6 in Item 32 (Type of Crossing Warning) are selected, enter in 

this item the status of the warning devices at the crossing at the time of impact, 

using the following: 

1. Provided minimum 20-second warning. 

2. Alleged warning time greater than 60 seconds. 

3. Alleged warning time less than 20 seconds. 

4. Alleged no warning. 

5. Confirmed* warning time greater than 60 seconds. 

6. Confirmed* warning time less than 20 seconds. 

7. Confirmed* no warning. 

* Confirmed means that there is a physical record (e.g., event records, video tape 

or other tangible documentation). Confirmed warning time of more than 60 

seconds is classified as a false activation. 

If status code 5, 6, or 7 was entered, you must append a code from the following: 

A. Insulated rail vehicle. 

B. Storm/lightning damage. 

C. Vandalism. 

D. No power/batteries dead. 

E. Devices down for repair. 

F. Devices out of service. 

G. Warning time greater than 60 seconds attributed to accidentinvolved train stopping short of the crossing, but within track 

circuit limits, while warning devices remain continuously active 

with no other in-motion train present. 

H. Warning time greater than 60 seconds attributed to track circuit 

failure (e.g., insulated rail joint or rail bonding failure, track or 

ballast fouled). 

J. Warning time greater than 60 seconds attributed to other 

train/equipment within track circuit limits. 

K. Warning time less than 20 seconds attributed to signals timing out 

before train’s arrival at the crossing/island circuit. 

L. Warning time less than 20 seconds attributed to train operating 

counter to track circuit design direction. 
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M. Warning time less than 20 seconds attributed to train speed in 

excess of track circuit’s design speed. 

N. Warning time less than 20 seconds attributed to signal system’s 

failure to detect train approach. 

P. Warning time less than 20 seconds attributed to violation of special 

train operating instructions. 

R. No warning attributed to signal system’s failure to detect the train. 

S. Other cause(s). Explain in Narrative Description. 

Note: If the crossing site was not protected by train-activated warning 

devices, enter “N/A.” 

34. Roadway Conditions

Enter the code that best describes the condition of the roadway at the crossing at 

the time of the incident. This differs from weather conditions. For example, 

while the weather may be clear at the time of the incident, the roadway may have 

snow or ice that could impact the highway user. 

Roadway Conditions - Codes 

A. Dry 

B. Wet 

C. Snow/slush 

D. Ice 

E. Sand, Mud, Dirt, Oil, Gravel 

F. Water (Standing, Moving) 

35. Location of Warning

Select the code that identifies the location of the crossing warnings shown in Item 

32, and enter it in the code box. If there was no protection at the crossing, enter 

“N/A,” and enter a code of “12” in Item 32 for “None” (i.e., no warning). 

36. Crossing Warning Interconnected with Highway Signals

If highway traffic signals within 500 feet of the crossing site are interconnected 

with the train detection circuitry, such that they restrict highway users from the 

crossing whenever a rail consist occupies or is about to occupy the crossing, enter 

“1.” If the highway traffic signals on the approach to the crossing are within 500 

feet of the crossing but are not interconnected with the train detection circuitry, 

enter “2.” Enter “3” (unknown) in the code box only after consultation with the 

signal department responsible for track maintenance and a determination could 

not be made whether the highway traffic signals are interconnected. If highway 

signals are not present within 500 feet of the crossing, enter “N/A”. 
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Note: Item 32 identifies warning devices actually present at, or in 

the near vicinity of, the crossing. Therefore, it is possible 

to show highway traffic signals interconnected with train 

detection circuitry in this item, but not to enter a code of 

“5” in Item 32. 

37. Crossing Illuminated by Street Lights or Special Lights

If street lights or other special lights used to illuminate the crossing site were on at 

the time of the accident/incident, enter “1.” If there were no such lights or if they 

were not illuminated at the time of the accident, enter “2.” While code “3” 

(unknown) is authorized, it can only be used after the railroad has made a diligent 

effort to discern this fact, and a determination could not be made. 

38. Highway User’s Age

Enter the age of the highway user. This block is mandatory, unless the age is 

unknown as a result of the accident/incident being a hit and run. 

39. Highway User’s Gender

Enter “1” if the highway user was a male, or “2” if the highway user was a 

female. This block is mandatory, unless the gender is unknown as a result of the 

accident/incident being a hit and run. 

40. Highway User Went Behind or in Front of Train and Struck or was Struck by 

Second Train

Enter the appropriate entry in the code box. 

41. Highway User Action

Enter the appropriate entry in the code box. If code “3” (“Did not stop”) is used, 

the vehicle must be shown as moving over the crossing in Item 16, and traveling 

at a speed greater than “0” in Item 14. In the event of a suicide, or attempted 

suicide, use code 8 regardless of whether other choices may be applicable. 

1. Went around the gate 

2. Stopped and then proceeded 

3. Did not stop 

4. Stopped on crossing 

5. Other (specify) 

6. Went around/thru temporary barricade 

7. Went through the gate 

8. Suicide or attempted suicide 

Note: If 6, Went around/thru temporary barricade, is selected due to the 

temporary closure of the crossing, explain in the narrative the circumstance of the 
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closure, e.g. the roadway was closed for repair of crossing surface, 

maintenance/testing of automated warning devices, or for other purposes. 

Additionally, explain how the closure was accomplished e.g.: roadway closed to 

traffic with jersey barriers (concrete traffic barriers) on both approaches, or 

roadway closed with construction barrels on easterly approach, etc. Code 5, 

Other (specify), should be selected, for example, for highway users who were 

shoved onto the track and who were then in a collision. Such accidents/incidents 

may be described in the narrative section. 

42. Driver Passed Standing Highway Vehicle

Identify whether the highway user, immediately before the accident, had passed 

another vehicle that had stopped short of the crossing. 

Note: If a pedestrian is identified in Item 13, then enter “N/A.” 

43. View of Track Obscured by

If the highway user’s view approaching the crossing was obstructed to the extent 

that he or she may have been unaware that a rail consist was about to occupy or 

was occupying the crossing, enter the code that identifies the primary obstruction. 

If the highway user had a clear view of an approaching consist which had not yet 

occupied the crossing, enter code “8.” 

44. Driver was [Condition After Accident/Incident]

Select the code that describes the extent of harm to the driver. If the driver was 

fatally injured or injured to the extent of requiring medical treatment, a line entry 

on Form FRA F 6180.55a must also be completed for this accident/incident. See 

§ 225.19(d). If the driver committed or attempted to commit suicide (as 

determined by a coroner, public police officer, or other public authority) then the 

fatality or injury to that individual must be reported as a suicide data case, and 

Item 44 should also be completed for this case. 

45. Was Driver in the Vehicle?

If the driver of the highway vehicle was in the vehicle at the time of impact, enter 

“1” in the code box. If the driver had left the vehicle prior to the impact, enter 

“2.”

46. [Casualties to] Highway-Rail Crossing Users

Enter the total number of reportable deaths and injuries (including suicides and 

attempted suicides). All deaths and injuries must also be reported individually on 

Form FRA F 6180.55a. A highway user who is involved in a highway-rail grade 

crossing accident/incident and is transported from the scene of a highway-rail 

grade crossing accident/incident to a medical facility via ambulance or other form 

of medical conveyance is presumed to have sustained an FRA reportable injury. 

See instructions on Railroad Injury and Illness (Continuation Sheet), Form FRA F 

6180.55a at the beginning of this chapter. 
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Note: If the driver committed suicide, as determined by a coroner or other public 

authority, and the passenger was not a party to the suicide, then the driver 

should be shown as a suicide case, but the passenger injury would be 

reported as a regular case.) 

Reportable casualties that resulted from suicides and attempted suicides, as 

determined by a coroner, public police officer, or other public authority, must be 

included in the casualty counts in boxes 46, 49, and 52, as applicable. 

47. Highway Vehicle Property Damage

Enter the estimated cost of damages sustained by the highway vehicle involved. 

The amount given should reflect the cost of repairs. If the vehicle is beyond 

repair, the cost is the replacement value of the vehicle. If there was no damage to 

the vehicle, enter “0.” Do not make entries such as “totaled.” 

48. Total Number of Vehicle Occupants (including driver)

Enter the total number of vehicle occupants involved in the incident (including 

driver, if applicable). Vehicle includes automobiles, buses, trucks, motorcycles, 

bicycles, farm vehicles, and all other modes of surface transportation, motorized 

and unmotorized. The vehicle occupants are those people in the vehicle at the 

time of impact. 

49. [Casualties to] Railroad Employees

See instructions for block 46. For purposes of this form, “Railroad Employees” 

includes only those persons classified as Worker on Duty–Railroad Employee 

(Class A). 

Reportable casualties that resulted from suicides and attempted suicides, as 

determined by a coroner, public police officer, or other public authority must be 

included in the casualty counts in boxes 46, 49, and 52, as applicable. 

50. Total Number of People on the Train

Enter the total number of people on the train at the time of the incident (including 

passengers and train crew). 

51. Is a Rail Equipment Accident/Incident Report Being Filed?

If the accident resulted in reportable railroad damage above the threshold 

established for reporting rail equipment accidents/incidents, enter “1” in code box, 

and complete Form FRA F 6180.54. 

52. [Casualties to] Passengers on Train

See instructions for block 46. Passengers on trains are those identified as Class C. 
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Reportable casualties that resulted from suicides and attempted suicides, as 

determined by a coroner, public police officer, or other public authority, must be 

included in the casualty counts in boxes 46, 49, and 52, as applicable. 

53a. Special Study Block - Recording of Accident/Incident

Indicate whether the highway-rail grade crossing accident/incident was recorded 

by a locomotive video recorder, by checking off either the "Yes", or "No" check 

box (for "Video Taken?"). If "Video Taken? is "Yes", indicate if the recording 

was used by the railroad (i.e., information gathered in viewing the recording was 

used) to complete the FRA Highway-Rail Grade Crossing Accident/Incident 

Report, by checking either the “Yes or "No” check box (for “Video used?"). For 

additional information on requirements related to locomotive event recorders, see 

49 CFR 229.135 "Event Recorders." 

53b. Special Study Block

The “Special Study Blocks” (SSB) in this item are for collection of essential data 

as the need arises. The FRA will notify the railroads in writing, or if appropriate, 

through publication in the Federal Register, of the purpose and the type of 

information that is to be collected. In conjunction with the Federal Highway 

Administration (FHWA), FRA will publish in the Federal Register any 

announcement affecting highway users, thus allowing motor carriers the 

opportunity to provide FRA pertinent special study information. 

54. Narrative Description

An accident is frequently the culmination of a sequence of related events, and a 

variety of conditions or circumstances may contribute to its occurrence. A 

complete record of all of these is beneficial in accident prevention analysis. 

However, it is not practical, even if it were possible, to develop forms and codes 

that would capture every detail that may be associated with the causes and 

resulting consequences of each accident. Therefore, the most appropriate 

combination of available codes that best identifies the likely primary and any 

contributing cause and other factors, is to be used when completing the railroad’s 

report. 

The limitations imposed by standardized reporting forms make it critical that the 

narrative portion of the report provide additional information concerning those 

items that cannot be adequately described on the coded portions of the form. The 

wide variation in the causes and circumstances of accidents makes it impractical 

to prepare a comprehensive list of items to include in any discussion. The 

railroad should include any information that increases our knowledge of the 

underlying reasons why the accident occurred and its consequences. Simply 

entering, for example, "train struck vehicle at crossing xxx" does not provide 

additional insight into the causal factors of the incident. 

In addition, a narrative description should not include personal identifiers, such as 

names, social security numbers, or payroll identification numbers. 
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55. Typed Name and Title

Type or print the name and title of the person responsible for preparing this report 

form. 

56. Signature

Signature of the person shown in Item 55. 

Note: If Form FRA F 6180.57 is to be submitted electronically, signature (Item 

56) and date of signature (Item 57) are not required. 

57. Date

Date the signature was made in Item 56. This is the date the form was initially 

completed. 

10.5 Questions and Answers 

Q1. A man driving a truck did not see a train occupying a highway-rail grade 

crossing and lost control of his vehicle when he slammed on the brakes to 

avoid a collision. His truck ended up in the ditch with considerable damage, 

and he broke his arm. What reports need to be prepared? 

A1. Since an impact did not occur between a highway user and railroad on-track 

equipment at a highway-rail grade crossing, you do not need to prepare a 

highway-rail accident/incident report (Form FRA F 6180.57). However, the 

motorist did sustain a reportable injury arising from the operation of a railroad. 

Therefore, an injury report (Form FRA F 6180.55a) must be completed. If the 

motorist had struck the consist at the crossing using this example, a Form FRA F 

6180.57 would be required even though the impact did not occur on the crossing 

site. If an injury report (Form FRA F 6180.55a) is completed for this case, the 

Event Circumstance Code should not be “32” Highway-rail collision/impact. 

Q2. Say that a highway user struck a signal stand at a highway-rail grade 

crossing and was injured, but there was no on-track equipment present, nor 

were employees of the railroad in the vicinity. Is this reportable? 

A2. No. Section 225.15(a) exempts the reporting of motor vehicle accidents at 

highway-rail grade crossings when they do not involve the presence of on-track 

equipment or railroad employees. 

Q3. A motorist in an off-road vehicle was waiting behind several automobiles at a 

crossing site where the gates were down and a standing train was occupying 

the track. He apparently became impatient and drove his vehicle off the 

highway and parallel to the track to a point where he could cross over the 

track behind the train. His vehicle stalled on a parallel set of tracks, and he 

was unable to start it. He exited his truck just before a train on the adjacent 
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F 6180.57

track hit it. Should this be reported as a highway-rail grade crossing 

accident/incident or any other type? 

A3. An event such as this would not qualify as a highway-rail grade crossing collision 

since the motor vehicle operator had left the highway of his own choosing and his 

vehicle was struck at a location other than a designated crossing site. The event 

would be reportable as an obstruction accident on Form FRA F 6180.54 if 

reportable damage was in excess of the threshold. If the motorist had been hurt in 

connection with this event, then an injury report (Form FRA F 6180.55a) would 

need to be completed. 

Q4. There was a collision between a train and an automobile at a highway-rail 

grade crossing. The driver was injured and taken by ambulance to a local 

hospital. Neither the hospital nor the driver would reveal the injuries to the 

railroad. Without knowing the injuries, the railroad cannot determine if the 

injury met the FRA’s reportability criteria. Is this injury reportable to 

FRA? 

A4. FRA realizes that this type of case is difficult to report under these circumstances. 

However, when an injury occurs at a highway-rail grade crossing, due to a 

collision with a highway user and on track equipment, and the injured highwayuser is taken from the accident scene by an ambulance, then the injury is 

reportable unless there is documentation to prove that the injury did not meet the 

FRA’s reportability criteria. The injury must be shown on the Highway-Rail 

Grade-Crossing Accident/Incident Report Form FRA F 6180.57 and an injury 

report must be reported on the Railroad Injury and Illness Summary (Continuation 

Sheet) Form FRA F 6180.55a. If no injury information is available then the code 

“999” should be placed in block5i – Injury-Illness Code. The railroad would still 

be required to contact the highway user in writing (Form FRA F 6180.150) and by 

phone. 

10.6 Common Reporting Errors 

The most common reporting error is when crossing data reported on the Form FRA F 6180.57 

does not match the information on file in the U.S. DOT National Crossing Inventory File. The 

reporting railroad should always check FRA’s Web site at 

http://safetydata.fra.dot.gov/OfficeofSafety, and click on “Crossing” tab to query Inventory file 

to ensure that the information matches and is consistent. If the location, type of crossing, 

warning devices, etc., are different, the railroad reporting officer should check to see if the 

accident was reported at the correct crossing. If it was and the current Inventory information is 

outdated or incorrect, then an updated Crossing Inventory Report (Form FRA F 6180.71) should 

be filed with the Highway-Rail Crossing Accident Report. 

Contradictory Information. 

The following is a partial listing of some common errors resulting from contradictory 

information. 
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F 6180.57

If a highway vehicle was moving at the time of the impact, vehicle speed in Item 14 cannot be 

“0,” and the vehicle’s position on the crossing shown in Item 16 must be “3” (“Moving over 

crossing”). 

If the highway vehicle was not moving, the vehicle speed must be “0”; the position code in Item 

16 cannot be “3” (“Moving over crossing”), and Item 19 must be “1,” indicating that the rail 

consist struck the highway user. 

If the rail consist was moving at the time of the impact, Item 17 must be either “1,” “2,” “4,” “6,” 

or “8,” (or “A,” “B,” “D,” or “E”) and the speed in Item 30 cannot be “0.” If the rail consist was 

not moving, then Item 17 must contain “3,” “5,” “7,” or “8” (or “C,” “D,” or “E”); the consist 

speed in Item 30 must be “0”; and Item 19 must be coded “2,” indicating that the highway user 

struck the rail consist. 

If the rail consist struck the highway user, code “1” must be entered in Item 19, and the position 

of the car/unit in the consist given in Item 18 must be “1.” This position is determined by 

counting from the leading car/unit in the consist, identified as the first car/unit to enter the 

crossing. Therefore, whenever a rail consist strikes the highway user, it will always be the 

leading unit that makes the initial contact. 

 

Item 41 cannot indicate that a highway user went around or through gates if gates were not 

present at the crossing, as shown in Item 32. 

Failure to File Other Accident/Incident Forms or Filing Contradictory Data On Different 

Reports. 

When Part 225 requires that a single accident be reported on more than one kind of form, be sure 

to verify that similar information contained on the various reports is consistent. The following 

are a few of the items that should be reviewed prior to forwarding the monthly reports. 

If reportable casualties occurred in the accident, these must be reported individually on Form 

FRA F 6180.55a. 

If reportable damage (rail equipment and track) exceeded the threshold for train accidents, Form 

FRA F 6180.54 must be completed. Carefully compare all related information between these 

forms to ensure consistency. 

The casualties reported on Form FRA F 6180.55a must have the same State code as that shown 

on Form FRA F 6180.57. 

10.7 Requirements for Form FRA F 6180.150 

The railroad is required to contact any highway user potentially injured in a highway-rail grade 

crossing accident/incident, or their representative, in writing and, if unsuccessful in obtaining the 

needed information, by telephone. Except that a railroad is not required to contact a highway 

user who has died as a result of the accident. The written correspondence should contain the 
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F 6180.57

Form FRA F 6180.150, “Highway User Injury Inquiry Form,” a cover letter (see Appendix N for 

a sample cover letter) and a return envelope with postage and return address. The railroad shall 

complete Part I of Form FRA F 6180.150 and send the form with a cover letter to the potentially 

injured highway user. 

With regard to the cover letter, the instructions contained in the final rule require that the letter 

contain the following: 

• An explanation of why the railroad is contacting the highway user; 

• An explanation of part 225’s accident/incident reporting requirements; 

• An explanation of how the form and any response will be used for part 225’s 

accident/incident reporting requirements; 

• An explanation that the highway user is not required to respond and that an response is 

voluntary; 

• An opportunity to correct incorrect information in Part I; 

• Identify and provide contact information for a person at the railroad who can answer 

questions with regard to the form; 

• Provide instructions on how to complete Part II; and 

• An explanation of how any medical records, if requested, personal identifying 

information or information will be handled. 

The cover letter and Form FRA F 6180.150 are meant to be tools that allow the railroad to gather 

information and comply with part 225’s accident/incident reporting and recording requirements. 

As such, a railroad shall not require the highway user to provide any medical or personal 

information in order to report a casualty. The cover letter may ask the highway user to provide 

additional information but the cover letter should not mandate that the individual provide certain 

information in order for a railroad to comply with Federal reporting requirements. The purpose 

of this letter and the form is to collect enough information for the railroad to determine whether 

an individual suffered a reportable injury. Moreover, the cover letter and any communication for 

the purposes of part 225 shall remain separate from and not reference the railroad’s claims 

process in order to avoid confusion. 

The railroad shall hand deliver or send by first class mail the letter and form (along with a 

prepaid and preaddressed return envelope) within a reasonable time period following the date of 

the highway-rail grade crossing accident/incident. A railroad shall keep a record of its efforts to 

contact a highway user and this record and documentation of any information obtained shall be 

available for review and copying by an FRA representative under the same criteria as set forth in 

§ 225.35(b). This record includes, but is not limited to, retaining a copy of the Form FRA F 

6180.150 and the accompanying cover letter, any response from the highway user and, when 

appropriate, a record documenting the date, time and content of the follow-up call. Moreover, 

the railroad must retain a copy of this record for a period of 5 years. See § 225.27. 

For the highway user, Form FRA F 6180.150 is voluntary, not mandatory. FRA acknowledges 

that there will be situations in which a passenger cannot be reached even though a railroad 

contacts the person in writing and by telephone. Other times a passenger will refuse to provide 
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F 6180.57

any information even though a railroad clearly explains the Federal reporting requirements and 

the reason for soliciting information. In those cases, a railroad is still responsible for deciding 

whether, considering all of the circumstances, the passenger suffered a reportable injury. The 

railroad’s ability to make a reporting decision is not contingent upon the highway user’s 

response. The railroad must reconsider that determination if new or additional information is 

later acquired. Moreover, if a highway user completes Part II, or provides additional information 

during a telephone call, the railroad will be responsible for determining whether based on the 

circumstances that the person suffered a reportable injury or illness. 

A railroad may terminate their investigation after calling and mailing the individual. The inquiry 

requirement does not place a timeframe on the amount of follow-up the railroad is required to 

perform. Except that the railroad should initiate the inquiry within a reasonable time period after 

the highway-rail grade crossing accident/incident. 

10.8 Instructions for Completing Form FRA F 6180.150 

Item Instruction

PART I - Highway Rail-Grade Crossing Accident/Incident 

1a. Date of Accident/Incident

Enter the date the accident/incident occurred. This should come from Form FRA 

F 6180.57, Item 5. 

1b. Time of Accident/Incident

Enter the time the accident/incident occurred and check the appropriate “a.m.” or 

“p.m.” box. Do not use military time. This should come from Form FRA F 

6180.57, Item 6. 

 2a. Name of Railroad 

Enter the full name of the railroad. This should come from Form FRA F 6180.57, 

Item 1, Name of Reporting Railroad. 

2b. Alphabetic Code

Enter the code for railroad entered in 2a. This should come from Form FRA F 

6180.57, Item 1a. 

 

3. Railroad Accident/Incident Number

Enter the reporting number used by the railroad shown in Item 2a to identify this 

accident/incident. This accident/incident number should come from Form FRA F 

6180.57, Item 1b. 

4. U.S. DOT Grade Crossing Identification Number

Enter the U.S. DOT National Highway-Rail Crossing Inventory Identification 

Number assigned to the crossing involved. This is the U.S. DOT Grade Crossing 

Identification Number found on Form FRA F 6180.57, in Item 4, for this 
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F 6180.57

accident/incident. Grade crossing Identification Number means, and includes, the 

U.S. DOT Grade Crossing Inventory Number. 

5. Highway Name or Number

Enter the name or number of the highway or street involved. This is the Highway 

Name or Number found in Item 12 of Form FRA F 6180.57. 

6. City 

If the accident occurred within the jurisdiction of a city, town, or hamlet–enter the 

full name of this location; otherwise, enter “N/A.” This should come from Form 

FRA F 6180.57, Item 11. 

 7. County

Enter the full name of the county or parish in which the accident/incident 

occurred. This should come from Form FRA F 6180.57, Item 9. 

 8. State Abbr.

Enter the appropriate State code, for the State in which the accident occurred. 

This should come from Form FRA F 6180.57, Item 10. 

 PART II - Highway User Injury Inquiry Form 

Part II is to be completed by the Highway User. Instructions for completing this part 

should be included in the cover letter (see sample cover letter in Appendix N). 
FRA Guide for Preparing Accident/Incident Reports 

 

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F 6180.56

11. Form FRA F 6180.56 - Annual Railroad Report of Employee Hours and 

Casualties, by State 

11.1 Requirement 

A summary of all hours worked by railroad employees, and employee casualties, during the 

report year must be made on Form FRA F 6180.56 and be included with the December 

submission. 

11.2 General Instructions and Interpretations 

To alleviate the recordkeeping problems caused when certain employees, such as train crews, 

work in more than one State, the hours worked may be computed based on the location of such 

persons’ home terminals or the locations where they normally reside. This includes instances 

when railroad employees operate trains into Canada or Mexico. 

The sum of the hours worked shown on this form must equal the total number of hours reported 

on the monthly reports (Form FRA F 6180.55). If not, then updates to the monthly reports must 

be made. The hours worked by all employees of the railroad, regardless of occupation, are to be 

included. Non-work time, such as sick leave, is to be omitted even though it is paid. Do not 

include hours of volunteers, the employees of railroad contractors, or other classifications of 

persons. 

The total casualties reported for the year on this form must not differ from the total casualties for 

the year as reported on Form FRA F 6180.55a for Worker on Duty–Railroad Employees (Class 

A). Do not include casualties of volunteers, the employees of railroad contractors, or other 

classifications of persons. 

11.3 Instructions for Completing Form FRA F 6180.56 

Item Instruction

1. Reporting Railroad 

Enter the full name of the reporting railroad in the box provided. 

2. Alphabetic Code 

Enter the alphabetic code of the reporting railroad in the box provided. See 

Appendix A. 

3. Report Year 

Enter the calendar year covered by this report. 

4. Establishments Included in this Report 

List the number of establishments operated during the year. 
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F 6180.56

5. Average Employment in Report Year 

Enter the average number of workers employed during the report year. Count all 

railroad employees. Include railroad employees who are seasonal, temporary, 

part-time, office and clerical staff, maintenance, etc. This number may be 

calculated by adding the employment count from all payroll periods during the 

year and then dividing that figure by the number of payroll periods. 

6. State/Employee Hours/Casualties 

Enter the number of hours worked for the report year in each State by employees 

of the reporting railroad. Also enter the total count of casualties for Worker on 

Duty–Railroad Employees (Class A), both fatal and nonfatal, for the reporting 

railroad, for the year, by State. 

Do not include time paid, but not actually worked, such as holidays and vacations. 

7. Total Employee Hours for the Year 

Enter the total number of combined hours worked for the report year, for all of the 

States, by employees of the reporting railroad. Include hours of any employee 

whose job required temporary absence from the United States. 

8. Total Casualties During the Year 

Enter the total number of casualties to persons classified as Worker on Duty–

Railroad Employee (Class A). Please attach a brief explanation for those States 

where employee casualties occurred but no hours are reported. All casualties, 

including covered data cases reported as codes A, R, or P are to be included; 

however, covered data cases reported as X (for suicides or attempted suicides, as 

determined by a coroner or other public authority) are not to be included in the 

Total Casualties During the Year. 

9. Typed Name and Title 

Enter the name and title of the person responsible for preparing this report. 

10. Signature 

Signature of the person shown in Item 9. 

11. Date 

Date that the signature in Item 10 was made. This is the date the record was 

initially completed. 
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 Commuter and Other Passenger Rail Operations

12. Supplemental Information: Contractors; Commuter and Other 

Passenger Rail Operations 

12.1 General 

Title 49 CFR Part 225 accident/incident reporting regulations apply to all railroads 

(including commuter and other passenger rail operations) unless specifically excepted under 

§ 225.3. 

FRA has a specific need to know of accidents, injuries, accident rates and injury rates of 

passenger and commuter operations. This has created a special recordkeeping environment 

to allow FRA to determine the safety record of each commuter railroad. 

12.2 Contractors 

12.2.1 Contractors – non-railroad employees 

Often a railroad will hire a contractor to perform certain tasks for the railroad. FRA identifies 

two types of Contractor: Worker On Duty–Contractor, and Contractor–Other. Both of these 

categories are for persons who are not employed by any railroad and are not covered by the 

Railroad Retirement System. If a contractor is injured performing safety-sensitive functions, 

then the contractor injury is to be reported to FRA on Form FRA F 6180.55a as Worker On 

Duty–Contractor (Class F). If a contractor is injured performing non-safety sensitive functions, 

then the contractor injury is to be reported to FRA on Form FRA F 6180.55a as ContractorOther. 

For example, an employee of a contractor is performing safety-sensitive functions for a 

passenger railroad. The employee sustains an FRA reportable injury. The passenger railroad 

must report this injury (under the passenger railroad’s unique code/identifier) to FRA on Form 

FRA F 6180.55a as an injury to a Worker on Duty–Contractor. 

However the hours worked by contracted employees are not reported on Form FRA 6180.55, in 

Block 15, “Railroad Worker Hours.” Reportable injuries to contractor employees are reported to 

FRA by the contracting railroad and to OSHA by the employing contractor. 

12.2.2 Contractors – railroad employees 

FRA identifies two types of railroad employees: Worker on Duty (Class A) and Employee not 

on Duty (Class B). Both of these categories are for persons who are employed by a railroad and 

are covered by the Railroad Retirement System. Contracted employees who are employees of a 

contracted railroad and are covered by the Railroad Retirement System are considered railroad 

employees of the contracting railroad for purposes of FRA accident/incident reporting. 

For example, an employee of a contracted railroad who is performing service for a passenger 

railroad is considered a Worker on Duty (Class A) of the passenger railroad for the purpose of 

accident/incident reporting, even though the worker is actually employed by the contracted 

railroad. Accordingly, the passenger railroad must report to FRA, under the passenger railroad’s 
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 Commuter and Other Passenger Rail Operations

code/identifier, the hours the contracted railroad employee worked in block 15, “Railroad 

Worker Hours,” of the passenger railroad’s Form FRA F 6180.55 report to FRA as Worker on 

Duty – Employee (Class A). Accordingly, the hours worked by, and any injury to, the contracted 

railroad employee are not to be reported to the FRA by the employing railroad under Part 225. 

Note that when determining whether a railroad qualifies for partial relief from the recordkeeping 

requirements under § 225.3(c)(1), a railroad should not include contract employees (railroad or 

non-railroad) when determining if the railroad has 15 or fewer employees covered by the hours 

of service law. 

12.3 Train Operations 

12.3.1 Performed by Railroad 

Many passenger railroads perform their own train operations; these railroads should report their 

accidents and incidents using the normal procedures in this Guide. 

“Passenger railroad” includes commuter, excursion, tourist, or any other form of railroad 

transporting passengers. 

12.3.2 Performed by Contractor 

When a railroad’s operations are performed by a contractor (e.g., another railroad or 

transportation company), the contracting railroad still must report to FRA all accidents and 

incidents discernibly caused by an event or exposure arising from the operation of the 

contracting railroad, on the appropriate FRA forms, as well as report to FRA train-miles, railroad 

worker hours, passenger train-miles, and other applicable information on the FRA Form F 

6180.55, even though railroad operations conducted in part or wholly by contracted employees. 

Example. Commuter Railroad A has contracted with Freight Railroad B to have Freight 

Railroad B perform all of Commuter Railroad A’s train operations. Commuter Railroad A must 

report to FRA, under Commuter Railroad A’s name and railroad code/identifier, all accidents 

and incidents arising from Commuter Railroad A’s railroad operations, even though the 

operations are actually conducted by employees of Freight Railroad B. This includes the 

reporting of injuries and illnesses to Freight Railroad B’s employees that are discernibly caused 

by events or exposures arising out of the Commuter Railroad A’s operations, since Freight 

Railroad B’s employees are railroad employees and are covered by the Railroad Retirement 

System. Note that Commuter Railroad A must report the contracted hours worked by Freight 

Railroad B employees on its monthly Form FRA 6180.55 report, in block 15 “Railroad Worker 

Hours.” 

Example. Commuter Railroad A has contracted with Company X to perform certain safetysensitive service. Commuter Railroad A must report to FRA, under Commuter Railroad A’s 

name and railroad code/identifier, all accidents and incidents arising from Commuter Railroad 

A’s railroad operations, even though some of the operations are actually conducted by 

employees of Company X. This includes the reporting of injuries to Company X’s employees 

that are discernibly caused by an event or exposures arising out of Commuter Railroad A’s 
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168 

 Commuter and Other Passenger Rail Operations

operations. Note that Commuter Railroad A must not report the contracted hours worked by 

Company X employees on its monthly Form FRA 6180.55 report, in block 15 “Railroad Worker 

Hours.” 

Example. Commuter Railroad A has contracted with Freight Railroad B to have Freight 

Railroad B perform all of Commuter Railroad A’s train operations, including the filing of 

Commuter Railroad A’s accident/incident reports with FRA. Freight Railroad B must report to 

FRA, under Commuter Railroad A’s name and railroad code/identifier, all accidents and 

incidents discernibly caused by an event or exposure arising from Commuter Railroad A’s 

railroad operations, even though the operations are actually conducted by employees of Freight 

Railroad B. Note that under such circumstances, the contracting railroad (Commuter Railroad 

A) is ultimately responsible to ensure that its operations comply with Part 225. Accordingly, any 

enforcement action taken by FRA for noncompliance with Part 225’s requirements (reporting or 

otherwise) will be against the contracting railroad (Commuter Railroad A), even if the incident 

of noncompliance was due to an act or omission of the contracted railroad (Freight Railroad B). 

12.3.3 Form 6180.55 

As a railroad subject to Part 225, each passenger railroad must submit to FRA monthly a Form 

FRA 5180.55 report using an identifier unique to that passenger railroad operation. If you are a 

contractor who is has been contracted to perform operations for a passenger railroad, all 

accident/incident information associated with the operation of the passenger railroad must be 

reported to FRA under the reporting code/identifier of the passenger railroad. This includes all 

operational data, e.g., train miles, railroad worker hours, passengers transported, passenger trainmiles of the passenger railroad. “Railroad worker hours” (Block 15 on Form FRA 6180.55) 

must include hours worked by railroad employees. This includes hours worked by employees of 

the passenger railroad and hours worked by employees of other railroads (who are covered by 

the Railroad Retirement System) as contractors for the passenger railroad. Hours worked by 

contractors who are not railroad employees are not included. 

Trackage Maintenance and Repair – Reporting “Railroad Worker Hours,” Block 15 on Form 

FRA F 6180.55. 

If the trackage over which a passenger railroad operates is owned by the passenger railroad and 

maintained by employees of the passenger railroad, then railroad worker hours related to the 

repair and maintenance of the track must be reported to FRA under the reporting code/identifier 

of the passenger railroad. 

If the trackage over which a passenger railroad operates is owned by the passenger railroad, but 

maintained by non-railroad employees of a contractor to the passenger railroad, then the railroad 

worker hours related to the repair and maintenance of the track are not to be reported to FRA. 
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 Commuter and Other Passenger Rail Operations

If the trackage over which a passenger railroad operates is owned by the passenger railroad, but 

maintained by railroad employees of another railroad, who perform the track maintenance for the 

passenger railroad under contract, then the railroad worker hours (of the contracted railroad 

employees) related to the repair and maintenance of the track must be reported to FRA under the 

reporting code/identifier of the passenger railroad. 

If the trackage over which the passenger railroad operates is owned and maintained by a railroad 

other than the passenger railroad, then worker hours related to the maintenance of the track is not 

to be reported to FRA by the passenger railroad. 

(See the discussion on Contractors, in section 12.2 of this Guide.) If the track is solely for the 

purpose of the commuter/passenger system, then all hours associated with the repair and 

maintenance must also be included under the “Employee Hours” category. 

12.3.4 Form 6180.55a 

In addition to other reportable injuries, railroads are required to report to FRA deaths, injuries, 

and occupational illness of railroad employees. Railroad employees are those employees that 

work for a railroad and are covered by the Railroad Retirement System. In the case of 

contracted railroad employees, contracting railroads must include in their Railroad Injury and 

Illness Summary (Continuation Sheet) FRA Form F 6180.55a reports to FRA deaths, injuries, 

and occupational illnesses of all railroad employees, this means both the contracting railroad’s 

employees as well as the contracted railroad’s employees. The railroad employees should be 

reported as Worker On Duty – Railroad Employee (Class A) and Railroad Employee Not On 

Duty (Class B). It is the contracting (i.e., reporting) railroad’s responsibility to insure that the 

contracted railroad notifies the contracting railroad of all reportable and accountable injuries to 

its employees. 

12.3.5 Form 6180.54 

If a railroad carrier contracts the performance of its operations out to another railroad, the 

contracting railroad carrier still must report all reportable rail equipment accidents/incidents on 

Form FRA F 6180.54, “Rail Equipment Accident/Incident Report” under the contracting 

railroad’s own unique identifier/code. The contracting railroad is responsible for insuring that 

the contracted railroad notifies the contracting railroad of the occurrence of all reportable rail 

equipment accidents/incidents. If the contracting railroad has the contracted railroad perform its 

accident/incident reporting function, the contracting railroad is still responsible for ensuring 

accurate reporting. 

12.3.6 Form 6180.57 

If a railroad carrier contracts the performance of its operations out to another railroad, the 

contracting railroad carrier still must report all reportable highway-rail grade crossing 

accidents/incidents on Form FRA F 6180.57, “Highway-Rail Grade Crossing Accident/Incident 

Report,” under the contracting railroad’s own unique identifier/code. The contracting railroad is 

responsible for insuring that the contracted railroad notifies the contracting railroad of the 
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 Commuter and Other Passenger Rail Operations

occurrence of all highway-rail grade crossing accidents/incidents. If the contracting railroad has 

the contracted railroad perform its accident/incident reporting function, the contracting railroad is 

still responsible for ensuring accurate reporting. 
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F 6180.107 

13. Form FRA F 6180.107 - Alternative Record for Illnesses Claimed to be 

Work-Related 

13.1 Purpose 

The purpose of this form is to report railroad employee-claimed occupational illness where the 

process of gathering the information is not available in traditional processing, e.g., a class action 

law suit or other unusual circumstances. The Form FRA F 6180.98 should be used for recording 

occupational illness whenever the normal flow of information is available to complete the form, 

regardless of determination of work relationship. The narrative of the Form FRA F 6180.107 

can state that the case is in dispute with the germane facts and qualified reasons. 

FRA requires the recording of these cases to establish an audit trail for employee occupational 

illness cases that come to the attention of the railroad through blind lawsuits and have 

insufficient information to complete a Form FRA F 6180.98. It also serves as a tool for FRA 

Safety Assurance and Compliance officers to use during reviews to determine if proper reporting 

decisions are being made. 

13.2 Provision 

Each railroad may maintain a Form FRA F 6180.107, or alternate railroad-designed record in 

place of a Form FRA F 6180.98, only for those claimed occupational illnesses for which the 

railroad has not received, from the employee or their representative, information sufficient to 

determine whether the occupational illness is work-related. 

When a railroad does not receive information sufficient to determine whether a claimed 

occupational illness case is accountable or reportable, the railroad shall make a good faith effort 

to obtain the necessary information by December 1 of the next calendar year. 

The alternative railroad-designed record may be used in lieu of the Alternative Record for 

Illnesses Claimed to Be Work-Related (Form FRA F 6180.107). Any such alternative record 

shall contain all of the information required on the Alternative Record for Illnesses Claimed to 

Be Work-Related. Although this information may be displayed in a different order from that on 

the Alternative Record for Illnesses Claimed to Be Work-Related, the order of the information 

shall be consistent from one such record to another, and the order chosen by the railroad shall be 

consistent for each of the railroad’s reporting establishments. Railroads may list additional 

information on the alternative record beyond the information required on the Alternative Record 

for Illnesses Claimed to Be Work-Related. 

Time limit to record initial claim of occupational illness. Each railroad shall enter each illness 

claimed to be work-related on Form FRA F 6180.107 (or alternative record) as early as 

practicable, but no later than 7 working days after receiving information or acquiring knowledge 

that an employee is claiming they have incurred an occupational illness. 
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F 6180.107 

Time limit to record additional information regarding a claim of occupational illness. Within 

fifteen calendar days of receiving additional information regarding a claimed occupational illness 

case, each railroad shall document receipt of the information, including date received and type of 

document/information received, in narrative block 19 of Form FRA F 6180.107. 

Time limit to re-evaluate record initial claim of occupational illness after receiving additional 

information. Within forty-five calendar days of receiving additional information regarding a 

claimed occupational illness, each railroad shall re-evaluate the claimed occupational illness to 

determine work-relatedness, taking into account the new information, and document any findings 

resulting from the re-evaluation in narrative block 19 of Form FRA F 6180.107. 

Cases determined to be reportable. Once it has been determined that a particular case is 

accountable or reportable, the railroad must record the information on Form FRA F 6180.98 

within 7 days of the date the determination is made; retain the Railroad Employee Injury and/or 

Illness Record in accordance with § 225.27; and report the occupational illness, as applicable, in 

accordance with § 225.11. Once a case is reported on Form FRA F 6180.55a, it is no longer 

necessary to continue to update the Form FRA F 6180.107 or the Form FRA 6180.98. If the case 

is reported, changes to counts of days absent or restricted are to be made on Form FRA 

F 6180.55a, not on Form FRA F 6180.107 or Form FRA F 6180.98. 

Cases determined NOT to be reportable. Once it has been determined that a particular case is 

not accountable or reportable, the railroad shall include the following information in narrative 

block 19 of Form FRA F 6180.107: 1) why the case does not meet reporting criteria; 2) the basis 

upon which the railroad made this determination; and 3) the most authoritative information the 

railroad relied upon to make the determination. 

Alternative record. The alternative record shall contain all of the following information, to the 

extent that it is reasonably available: 

1. Name of Reporting Railroad 

2. Case/Incident Number (The Case/Incident Number identified in block 2 must be used 

on Form FRA F 6180.98 and Form FRA F 6180.55a for any case determined to be 

accountable or reportable) 

3. Employee’s Name (first, middle, last) 

4. Employee’s Date of Birth (mm/dd/yy) 

5. Employee’s Gender 

6. Employee Identification Number 

7. Date Employee was Hired (mm/dd/yy) 

8. Employee’s Home Address (Include street address, city, State and Zip code) 

9. Employee’s Home Telephone Number (with area code) 

10. Name of Facility Where Railroad Employee Normally Reports to Work 
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F 6180.107 

11. Location, or Last Known Facility, Where Employee Reports to Work 

12. Job Title of Railroad Employee 

13. Department to Which Employee is Assigned 

14. Date on Which Employee or Representative Notified Company Personnel of Condition 

(mm/dd/yy) 

15. Name of Railroad Official Notified 

16. Title of Railroad Official Notified 

17. Nature of Claimed Illness 

18. Supporting Documentation 

18a. Custodian of Documents (Name, Title, and Address) 

18b. Location of Supporting Documentation (Although the Alternative Record for Illnesses 

Claimed to be Work-Related, or the alternate railroad-designed form, may not include 

all supporting documentation, such as medical records, the record shall note the 

custodian of those documents and where the supporting documents are located so that 

they are readily accessible to FRA upon request) 

19. Narrative 

20. Preparer’s Name 

21. Preparer’s Title 

22. Preparer’s Telephone Number (with area code) 

23. Date the record was initially signed/completed (mm/dd/yy) 

13.3 Questions and Answers 

Q1. The only information provided to the railroad was the employee’s name and 

Employee ID Number. Further attempts to complete the other data elements 

were rejected by the employee and/or his or her attorney. Does this meet 

FRA requirements? 

A1. Yes. The railroad should continue to complete all the data elements when the 

information becomes available and should make a good faith effort to obtain the 

information. However, the railroad is not expected to continue this effort past 

December 1 of the year that follows the date on which the railroad first received a 

claim of the illness. 

Q2. The employee reported that he/she has some pain in hand/arm area due to 

carpal tunnel syndrome and that the job environment caused and/or 

aggravated the condition. The company’s PLHCP has determined the 

employee does not have carpal tunnel, and that the employee’s condition was 

not related to railroad employment. Should the Form FRA F 6180.107 be 

used? 
FRA Guide for Preparing Accident/Incident Reports 

 

174 

F 6180.107 

A2. No. The Form FRA F6180.98 should be used with an appropriate explanation of 

the PLHCP’s diagnoses. This case should be treated no differently than a 

reported injury that the PLHCP determined to be not reportable. The Form FRA 

F 6180.107 is used when the information in not available, i.e., telephone number, 

job title, (other required fields on the Form FRA F 6180.98) are not available to 

the railroad, the provisions of the Form FRA F 6180.107 allow the railroad 

additional time to compile the information due to extenuating circumstances. 
FRA Guide for Preparing Accident/Incident Reports 

Index – Page 1 

Index

12 consecutive months, 10 

15 days, 137 

180 days, 8, 69, 90, 94 

24 hours, 5 

30 days, 5, 10, 89, 113 

35 days, 36, 43, 140 

45 days, 139 

49 U.S.C., 2, 12, 13 

20901–20904, 1 

6 months, 99, 145 

7 days, 90, 172 

Accident/incident 

incident, 11 

not to be reported, 167, 168, 169 

train accident, 20, 22, 114, 123, 125, 126, 

132, 133, 139 

train incident, 102 

Accident/Incident 

accident, 7 

Accountable 

Accountable injury, 35, 97 

Accountable rail equipment 

accident/incident, 10 

Act of God, 39 

AIRG, 8, 9, 41 

Alcohol or drug involvement 

Alcohol impairment, 61, 127 

alcohol involvement, 130 

drug involvement, 5, 22, 81, 107, 130 

assigned working hours, 47, 56, 57, 59, 60 

Asthma, 65 

Broken tooth, 94 

calendar year, 8 

carpal tunnel syndrome, 90 

Carpal Tunnel Syndrome, 173 

casualty, 102 

Cause code 

Contributing Cause Code, 8, 127, 135 

Primary Cause Code, 8, 125, 135, 136 

Claimed But Not Admitted, 12 

Classification of Persons 

Contractor, 124 

Contractor–Other (Class G), 17 

Employee not on duty, 58 

Employee Not On Duty (Class B), 35 

Nontrespassers, 18 

Nontrespassers–Off Railroad Property 

(Class J), 18 

Nontrespassers–On Railroad Property 

(Class D), 18 

Passengers, 129 

Passengers On Trains (Class C), 46 

Trespassers, 3 

Trespassers (Class E), 18 

Volunteer, 164 

Volunteer–Other (Class I), 18 

Worker on duty, 42 

Worker on Duty – Employee (Class A), 

47 

Worker on Duty–Contractor (Class F), 16 

Worker on Duty–Volunteer (Class H), 17 

closed crossing, 19 

Temporary Barricaded Crossing, 19 

collision 

Head-On Collision, 19 

Rear-End Collision, 19 

Side Collision, 20 

Collision, 19 

Broken Train Collision, 20 

Railroad Crossing Collision, 20 

Raking Collision, 20 

Consist Responsibility, 19 

Consolidated Reporting, 4 

covered data, 38, 46, 50, 109, 110, 165 

Day of restricted work activity, 75 

light duty, 74 

Days of restricted work activity 

job transfer, 84 

Deadhead, 16 

Deadhead transportation, 16 

Death, 1, 3, 5, 7, 16, 38, 45, 46, 48, 60, 65, 

78, 84, 85, 87, 91, 92, 93, 97, 98, 99, 100, 

101, 103, 110, 116, 142 

December 
FRA Guide for Preparing Accident/Incident Reports 

Index – Page 2 

December 1, 8 

December 1, 171, 173 

Dehydration, 82, 83 

Department of Transportation, 13 

Derailment, 18, 21, 22, 39, 40, 44, 114, 133, 

134 

Direct Train Control, 22 

Discernable cause, 45, 52, 54, 97 

Electronic 

Electronic image, 34 

Electronic record, 15 

Electronic recordkeeping system, 11 

Electronic submission, 3, 6 

Emotional trauma, 93 

Employee Human Factor, 6, 33, 113, 137, 

139, 140 

Employee Human Factor Attachment, 137 

Employee Supplement, 113 

Notice, 137 

Epilepsy, 61 

Establishment, 10, 14, 36, 43, 47, 55, 56, 59, 

60 

Event or exposure, 45, 46, 50, 52, 53, 54, 

55, 57, 59, 60, 61, 63, 64, 65, 92, 93, 97, 

98, 100, 103, 108, 167, 168 

event or exposure arising from the 

operation of a railroad, 45, 100 

First aid, 15 

Finger guard, 77 

First aid treatment, 22, 76 

Tetanus shot, 94 

FOIA, 13, 14, 49 

FOIA Requests fo Accident/Incident 

Report, 49 

Freedom of Information Act, 13, 49 

Form FRA F 6180.54, 113 

Form(s) 

Annual Railroad Report of Employee 

Hours and Casualties, by State, 164 

Form FRA F 6180.150, 141 

Form FRA F 6180.54, 113 

Form FRA F 6180.55, 29 

Form FRA F 6180.55a, 45 

Form FRA F 6180.56, 164 

Form FRA F 6180.57, 6 

Form FRA F 6180.78, 137 

Form FRA F 6180.81, 113 

Form FRA F 6180.97, 39 

Form FRA F 6180.98, 35 

Highway User Injury Inquiry Form, 141 

Highway-Rail Grade Crossing 

Accident/Inci dent Report, 8 

Initial Rail Equipment Accident/Incident 

Record, 41 

Rail Equipment Accident/Incident Report, 

123 

Railroad Injury and Illness Summary 

(Continuation Sheet), 45 

Harassment and intimidation, 13, 96 

Hearing loss, 46, 66, 86, 88, 89 

Heatstroke, 82, 83 

Highway user, 33 

highway-rail grade crossing, 19 

Highway-rail grade crossing, 3, 24 

Ambulance, 98, 141, 155, 159 

Crossing locations, 24, 141, 142 

Medical conveyance, 98, 141, 155 

Pathway, 19, 23, 141 

Home away from home, 62 

Human factor, 6, 113, 134, 137, 138, 139, 

140 

Illness, 11 

Occupational illness, 7 

Significant illness, 46 

Infectious material, 86, 87 

Injury, 5 

Needlestick or sharps injury, 46, 66 

Significant injury, 38 

Internal Control Plan, 11 

ICP, 11, 13 

Job transfer, 45, 46, 60, 70, 71, 73, 75, 87, 

90 

Joint operations, 115 

Licensed Health Care Professional, 27 

Longitude and latitude, 2, 111, 129 

GPS, 129 

Longitude and latitude 

latitude and longitude, 111, 129, 130 

Loss of consciousness, 38, 45, 60, 65, 85 

M505, 126 

Medical removal, 46, 66, 85 

Medical Review Officer, 107 
FRA Guide for Preparing Accident/Incident Reports 

Index – Page 3 

Medical treatment, 11, 38 

Member of the general public, 46, 55, 58 

Mental illness, 47, 93 

Miles traveled 

Passenger-mile, 23 

Train-mile, 23 

Yard switching train-mile, 23 

Motor vehicle accident, 46 

Musculoskeletal disorder, 64 

MSD, 90, 91 

National Response Center, 3, 5 

New case, 45, 53, 54, 57, 63, 64, 65, 90, 91 

Recovered completely, 63, 64 

Non-train incident, 102 

NTSB, 126, 127 

National Transportation Safety Board, 

126 

Oath, 3 

Occupational hearing loss, 46 

Standard threshold shift, 88 

STS, 88, 89 

Occupational tuberculosis, 46, 66, 86 

On-track rail equipment, 21, 25, 28, 115 

Car, 25 

Control cab locomotive, 25 

DMU locomotive, 25 

EMU locomotive, 25 

Equipment consist, 25 

locomotive, 25 

Motorcar, 26 

Train, 26 

Work train, 26 

Yard switching trains, 26 

Optical media, 6, 138 

OSHA, 1, 2, 49, 61, 84, 86, 87, 88, 109, 166 

Occupational Safety and Health 

Administration, 1 

Other accidents 

Explosion-detonation, 24 

Fire or violent rupture, 24 

Highway-rail grade crossing 

accident/incident, 23 

Obstruction accident, 24 

Other impacts, 25 

Other Accidents 

Other accidents/incidents, 25 

Over-the-counter medication, 50 

OTC, 50, 67, 79, 84, 96, 110 

Parent corporation, 4 

Parking lot, 46, 55, 56, 62, 63, 92 

Passenger station 

Passenger station platform gap, 26 

Passenger station platform gap incident, 

26 

Pathway, 141 

Penalties, 13 

Personal task, 57, 58, 59, 60 

Physician or other licensed health care 

professional, 45, 46, 47, 49, 68 

PLHCP, 52 

Posting(s), 10 

Post listing of all injuries and 

occupational illnesses, 10 

Prescription 

Prescription Medication, 27 

Privacy concern case, 10 

Public Examination and Use of Reports, 13 

Railroad 

Railroad carrier, 23, 141, 169 

Record retention 

5-year retention period, 34, 161 

Record retention, 10 

Remote Controlled Locomotive, 28 

RCL, 28, 122, 128, 148 

Reporting threshold, 20, 39, 43, 44, 113, 

115, 132, 141 

Costs and reportable damage, 20, 125 

Equipment damage, 21 

Reportable damage, 20 

Track damage, 21 

Reports 

Amended report, 7, 8, 29, 34, 114, 126, 

127 

Late report, 92 

Monthly report, 89, 137 

Sidewalk, 23, 55, 141 

Significant aggravation to a preexisting 

injury or illness, 45, 52 

Significant change in the damage costs for 

reportable rail equipment 

accidents/incidents, 9 
FRA Guide for Preparing Accident/Incident Reports 

Index – Page 4 

Significant change in the number of 

reportable days away from work or days 

restricted, 9 

Signs or symptoms, 46, 52, 61, 63, 64, 65, 

81, 82, 83 

State, 30, 37, 48 

State agency, 48 

Suicide data, 48, 49, 110 

Attempted suicide, 33, 42, 47, 48, 49, 

116, 126, 127, 154 

Coroner, 48, 99, 110, 116, 126, 128, 142, 

155, 156, 157, 165 

Public official, 99 

Public police officer, 48, 99, 110, 126, 

128, 142, 155, 156, 157 

Telephonic reporting, 3, 4, 5, 1 

Telephonic reports, 97 

Track 

Industry track, 28, 115 

Main track, 28 

Siding, 28 

Yard track, 28 

Train accident, 114 

Train incident, 114 

vehicle, 154 

Vehicle, 28, 100, 147 

Wellness program, 47 

Work environment, 46, 55 

Work-related, 55, 90 
FRA Guide for Preparing Accident/Incident Reports 

Appendices

Appendix A Railroad Codes 

Appendix B State Codes 

Appendix C Train Accident Cause Codes 

Appendix D Employee Job Codes 

Appendix E Injury and Illness Codes 

Appendix F Circumstance Codes 

Appendix G FRA Regional Offices and Headquarters 

Appendix H Forms 

Appendix I Model Internal Control Plans, Including Model Statement of Policy Against 

Harassment and Intimidation and Model Complaint Procedures 

Appendix J Instructions and Codes for Completing “Type of Territory” (Block 30) on the Rail 

Equipment Accident/Incident Report (Form FRA F 6180.54) 

Appendix K Electronic Submission of Reports to FRA 

Appendix L 49 CFR Part 225 

Appendix M Telephonic Reporting Chart 

Appendix N Sample Cover Letter for Form FRA F 6180.150, “Highway User Injury Inquiry 

Form.” 
FRA Guide for Preparing Accident/Incident Reports 

Appendix A - 1 Railroad Codes

APPENDIX A

Railroad Codes 

The following list is subject to change. For updates, please refer to: 

http://safetydata.fra.dot.gov/OfficeofSafety/publicsite/downloads/auxrr.aspx 

 ABRX ABRX 

 XADC ADM Corp 

 XAMD ADM Destrehan 

 AN AN Rwy LLC 

 ASRQ AS&R Mine 

 AR Aberdeen & Rockfish RR Co. 

 ACWR Aberdeen, Carolina & Western RR 

 AVSX Abilene & Smokey Valley RR 

 AKDN Acadiana Rwy Co. 

 ADCX Adirondack Scenic RR 

 ADBF Adrian & Blissfield RR 

 ALT Airlake Term. Rwy Co. 

 AB Akron Barberton Cluster Rwy Co. 

 AF Alabama & Florida Rwy Co. 

 AGR Alabama & Gulf Coast Rwy LLC 

 ATN Alabama & Tennessee River Rwy LLC 

 ALAB Alabama RR Co., Inc. 

 ABS Alabama Southern RR 

 ABWR Alabama Warrior Rwy, LLC 

 ABL Alameda Belt Line 

 ATAX Alameda Corridor Transportation Authority 

 AGCR Alamo Gulf Coast RR Co. 

 ARR Alaska RR Corp. 

 AERC Albany & Eastern RR Co. 

 APRR Albany Port RR 

 APR Alberta Prairie Rwy 

 ARC Alexander RR Co. 

 AOR Aliquippa & Ohio River RR Co. 

 AVR Allegheny Valley RR Co. 

 ATR Alliance Term. RR LLC 

 ACEX Altamont Commuter Express Authority 

 ALS Alton & Southern Rwy 

 AFR Amador Foothills RR 

 ARDJ American Rail Dispatching Center 

 AMHR Amhearst RR Industries, Inc./Landisville RR 

 ATK Amtrak 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 2 Railroad Codes

 ACRC Andalusia & Conecuh RR Co., Inc. 

 ANR Angelina & Neches River RR Co. 

 AA Ann Arbor RR 

 APA Apache Rwy Co. 

 AO Appalachian & Ohio RR 

 APNC Appanoose County Community RR Co. 

 ARA Arcade & Attica RR Corp. 

 ARZC Arizona & California RR Co. 

 AZCR Arizona Central RR, Inc. 

 AZER Arizona Eastern RR 

 AM Arkansas & Missouri RR Co. 

 ALM Arkansas Louisiana & Mississippi RR Co. 

 AKMD Arkansas Midland RR Co., Inc. 

 ARS Arkansas Southern RR 

 AOK Arkansas-Oklahoma RR Inc. 

 ASRY Ashland Rwy Inc. 

 ACJR Ashtubula, Carson & Jefferson RR 

 ARFT Astoria Riverfront Trolley 

 ABR Athens Line LLC, The 

 ATW Atlantic & Western Rwy, L.P. 

 ATCX Austin & Texas Central RR 

 AUAR Austin Area Term. RR 

 AWRR Austin Western RR 

 ATLT Austin, Todd & Ladd RR Co. 

 BHX B&H Rail Corp 

 BGCM BG & CM RR 

 BNSF BNSF Rwy Co. 

 BNNS BNSF-NSCR 

 BJRR Baja California RR Inc. 

 BDTL Ballard Term. RR Co LLC 

 BRS Baton Rouge Southern RR 

 BKRR Batten Kill RR 

 BYCX Battleground, Yacolt & Chelatchie Prairie RR 

 BXN Bauxite & Northern Rwy Co. 

 BCR Bay Coast RR 

 BCLR Bay Colony RR 

 BAYL Bay Line RR, L.L.C., The 

 BLRR Bee Line RR, Inc. 

 BEEM Beech Mountain RR Co. 

 BML Belfast & Moosehead Lake RR Co. 

 XBLI Bell Inc. 

 BRC Belt Rwy Co. of Chicago 

 BGKX Belton Grandview and Kansas City RR Co. 

 SHRX Belton, Grandview and Kansas City Rwy 

 BCRY Berkshire Scenic Rwy Museum, Inc. 

 BLE Bessemer & Lake Erie RR Co. 

 BGEX Big Eagle Rail LLC 

 BSFX Big South Fork Scenic Rwy 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 3 Railroad Codes

 BDW Bighorn Divide & Wyoming RR, Inc. 

 HKGX Birdsboro Materials/Haines & Kibblehouse 

 BS Birmingham Southern RR Co. 

 BHC Black Hills Central RR 

 BRW Black River & Western RR 

 BLR Blacklands RR, The 

 BNG Blackwell Northern Gateway RR Co. 

 BLOL Bloomer Shippers Connecting RR Co. 

 BCID Blount County Industrial Development Board 

 BRMI Bluegrass RR Museum, Inc. 

 BMCX Bluewater Michigan Chapter, Inc. 

 BVRR Boise Valley RR, Inc. 

 BSVY Boone Scenic Valley 

 BHWY Boot Hill and Western RR 

 BOP Border Pacific RR 

 BTR Boundary Trail Rwy Co. Inc. 

 BRAN Brandon Corp. 

 BSRX Brandywine Scenic RR Co. 

 BVRY Brandywine Valley RR Co. 

 BRSX Branson Scenic Rwy 

 BRG Brownsville & Rio Grande International RR 

 BCRR Buckeye Central Scenic RR 

 BB Buckingham Branch RR Co. 

 BPRR Buffalo & Pittsburgh RR, Inc. 

 BSOR Buffalo Southern RR, Inc. 

 BJRY Burlington Junction Rwy 

 BNSO Burlington Northern Santa Fe Suburban Operations 

 BYSR Byesville Scenic Rwy 

 CNUR C & NC RR Corp. 

 CGR C. G. Rwy, Inc. 

 CNCQ CANAC, Inc. 

 XCDR CDR Pigments and Dispersions 

 CRSL Central Railink Services, LLC 

 CFE Chicago, Ft. Wayne & Eastern 

 CMC CMC RR Inc. 

 CMRX CMRX 

 CSX CSX Transportation 

 CVYR Caddo Valley RR Co. 

 CLDT Cafe Lafayette Dinner Train 

 CWCY Caldwell County RR Co. 

 CSMX Calera & Shelby RR & Museum, Inc. 

 CFNR California Northern RR Co. 

 CSRM California State RR Museum 

 CWR California Western RR 

 PCMZ Caltrain Commuter RR Co. 

 CCRA Camp Chase Industrial RR Corp 

 CADX Can Do, Inc 

 CN Canadian National - North America 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 4 Railroad Codes

 CP Canadian Pacific Rwy Co. 

 CFWR Caney Fork & Western RR 

 CVRC Cannon Valley RR Co. 

 CRRX Canon City And Royal Gorge RR, LLC 

 CTN Canton RR Co 

 CCCX Cape Cod Central 

 CF Cape Fear Rwys, Inc. 

 CMSX Cape May Seashore Lines, Inc. 

 CMTY Capital Metropolitan Transportation Authority 

 CGIF Cargill Inc Iowa Falls 

 CGIV Cargill Inc. GOSCNA 

 CLNA Carolina Coastal Rwy, Inc. 

 CDTX Carolina Diner Train, Inc. 

 CFCX Carolina Forge Co. 

 CALA Carolina Southern RR Co., The 

 CZRY Carrizo Gorge Rwy Inc. 

 CARR Carrollton RR 

 CKSI Carthage, Knightstown & Shirley RR 

 CSCD Cascade & Columbia River RR 

 CASS Cass Scenic 

 CMRR Catskill Mountain RR 

 CIC Cedar Rapids & Iowa City Rwy Co. 

 CEDR Cedar River RR Co. 

 CBRR Central Branch RR 

 CCT Central California Traction Co. 

 CFCR Central Florida Commuter Rail Transit 

 CFRC Central Florida Rail Corridor 

 CIRY Central Illinois RR Co. 

 CEIW Central Indiana & Western RR Co. 

 CIR Central Iowa RR 

 CMR Central Midland Rwy Co. 

 CM Central Montana RR 

 CNZR Central New England RR Co., Inc. 

 CNYK Central New York RR Corp. 

 CORP Central Oregon & Pacific RR, Inc 

 CPSR Central Puget Sound Regional Trans Authority 

 CIND Central RR Co. Of Indiana 

 CERA Central RR Co. Of Indianapolis 

 CWA Central Washington RR Co. 

 CATS Charlotte Area Transit System 

 CHS Charlotte Southern RR Co. 

 CHAT Chattahoochee Bay RR 

 CIRR Chattahoochee Industrial RR 

 CCKY Chattooga & Chickamauga RR 

 CHCX Chehalis & Centralia RR Association 

 CA Chesapeake & Albemarle RR Co. 

 CKIN Chesapeake & Indiana RR 

 CHR Chestnut Ridge Rwy Co. 

 CIW Chicago & Illinois Western RR 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 5 Railroad Codes

 CPC Chicago Port RR Co. 

 CRL Chicago Rail Link 

 CSS Chicago Southshore & South Bend RR 

 CTM Chicago Term. RR 

 XCTA Chicago Transit Authority 

 CC Chicago, Central & Pacific RR Co 

 CCUO Chicago-Chemung RR Corp 

 CVR Cimarron Valley RR L C 

 CNRX Cincinnati Rwy Co., The 

 CIDX City Of Dayton 

 COHX City Of Henderson 

 COJB City Of Jonesboro 

 COPX City Of Portland 

 COP City Of Prineville Rwy 

 CIAX City of Auburn Port Authority 

 CCGD City of Cape Girardeau 

 KEOK City of Keokuk 

 CSIV City of Spencer, Iowa 

 XCOT City of Tremeton 

 XCMS City of West Memphis 

 CCRR Claremont Concord RR Corp 

 CLP Clarendon & Pittsford RR Co. 

 CCRL Cleveland Commercial RR Co., LLC 

 CWRO Cleveland Works Rwy Co 

 CTR Clinton Term. RR Co. 

 CTRR Cloquet Term. RR Co., Inc. 

 CW Colorado & Wyoming Rwy Co 

 CLC Columbia & Cowlitz Rwy Co. 

 CBRW Columbia Basin RR Co. Inc. 

 CBCX Columbia Business Center 

 CT Columbia Term. RR Co. 

 CAGY Columbus & Greenville Rwy Co. 

 CUOH Columbus & Ohio River RR 

 CWRY Commonwealth Rwy, Inc. 

 COEH Conecuh Valley RR 

 CDOT Conn. Dept. Of Transportation 

 CERZ Connecticut Electric Rwy 

 CSO Connecticut Southern RR Inc. 

 CNYX Conrad Yelvington 

 CTYX Conrail Train Yard & Repair Shop 

 CGBX Consolidated Grain & Barge Co. 

 CRSH Consolidated Rail Corp. 

 CONW Conway Scenic RR 

 CPMY Coopersville & Marne RR 

 CBR Coos Bay Rail Link 

 CBRY Copper Basin Rwy, Inc 

 CCPN Corpus Christi Term. RR Inc. 

 COER Crab Orchard & Egyptian RR 

 CTSR Cumbres & Toltec Scenic RR 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 6 Railroad Codes

 CVSX Cuyahoga Valley Scenic Rwy 

 DAIR D & I RR Co. 

 DWRV D &W RR 

 DN Dakota Northern RR, Inc. 

 DSRC Dakota Southern Rwy Co. 

 DME Dakota, Minnesota & Eastern RR 

 DMVW Dakota, Missouri Valley & Western RR, Inc. 

 DART Dallas Area Rapid Transit 

 DGNO Dallas, Garland & Northeastern RR 

 DW Danville and Western Rwy Co. 

 DR Dardanelle & Russellville RR 

 DQE DeQueen & Eastern RR Co. 

 DT Decatur Junction Rwy Co. 

 DH Delaware & Hudson Rwy Co. 

 DURR Delaware & Ulster Rail Ride 

 DCLR Delaware Coast Line RR 

 DL Delaware Lackawanna RR 

 DC Delray Connecting RR Co. 

 DSRR Delta Southern RR Co. 

 DVS Delta Valley & Southern Rwy Co. 

 DCTA Denton County Transportation Authority 

 DRGR Denver & Rio Grande RR Co. 

 DRIR Denver Rock Island RR 

 DEMZ Dep Mine 

 DODA Department of Defense - Army 

 DLWR Depew, Lancaster & Western RR Co., Inc. 

 DCON Detroit Connecting RR 

 DE Detroit Edison 

 DESR Downeast Scenic RR 

 DSC Drake Switching Co., LLC 

 DCRR Dubois County RR 

 DNE Duluth & Northeastern RR Co. 

 DMIR Duluth, Missabe & Iron Range Rwy Co. 

 DWP Duluth, Winnipeg & Pacific Rwy 

 DSNG Durango & Silverton Narrow Guage RR Co. 

 DRHV Durango RR Historical Society 

 DGVX Durbin & Greenbrier Valley Scenic RR 

 DUPX E. I. Dupont 

 EBT East Broadtop RR & Coal Co. 

 EBSR East Brookfield & Spencer RR LLC 

 EACH East Camden & Highland RR Co. 

 ECTB East Chattanooga Belt Rwy Co. 

 ECBR East Cooper & Berkeley RR 

 EEC East Erie Commercial RR 

 EJR East Jersey RR & Term. Co. 

 ESPN East Penn RR LLC 

 ETRY East Tennessee Rwy, L.P. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 7 Railroad Codes

 EARY Eastern Alabama Rwy Co. 

 EIRR Eastern Idaho RR 

 EIRC Eastern Illinois RR Co. 

 EMRY Eastern Maine RR Co. 

 EWG Eastern Washington Gateway RR Co. 

 EASO Easx Corp./Easx RR Corporation 

 TXTX Econo Rail Corp. 

 EFRR Effingham RR Co. 

 EDW El Dorado & Wesson Rwy Co. 

 ECTM Electrick City Trolley Museum 

 EJE Elgin, Joliet & Eastern Rwy Co. 

 ELKR Elk River RR, Inc. 

 EERZ Ellis and Eastern Co. 

 EWR Erie Western Rwy 

 ESWR Escalanta Western Rwy 

 ELS Escanaba & Lake Superior RR Co. 

 EVWR Evansville Western Rwy, Inc. 

 EV Everett RR Co. 

 EBRR Exel Baytown RR 

 ESSV Exel Switching Service 

 FRR Falls Road RR Co. Inc. 

 FMRC Farmrail Corp. 

 FCRV Fayette Central RR 

 FRA Federal RR Administration 

 NDM Ferrocarriles Nacionales De Mexico 

 FMWX Fillmore and Western 

 FGLK Finger Lakes Rwy Corp. 

 FCRD First Coast RR Inc. 

 FBCR Fitchburg Commuter Rail 

 FIR Flats Industrial RR 

 FCEN Florida Central RR Co. 

 FDT Florida Department Transportation 

 FEC Florida East Coast Rwy Co. 

 FGC Florida Gulf Coast Railroad Museum, Inc. 

 FMID Florida Midland RR Co., Inc. 

 FNOR Florida Northern RR Co., Inc. 

 FRAX Florida Rail Adventures 

 FLYJ Flying J / Big West Oil 

 FP Fordyce & Princeton RR Co. 

 FRVT Fore River Transportation Corp. 

 FSR Fort Smith RR Co. 

 FWWR Fort Worth & Western RR 

 FVRR Fredonia Valley RR Inc. 

 FEVR Fremont & Elkhorn Valley RR 

 FRRV Frontier Rail Switch Service 

 FWHS Ft. Wayne Historical Society 

 FC Fulton County RR Co. 

 FCR Fulton County Rwy 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 8 Railroad Codes

 

 GATX GATX Rail 

 GIMY GITM Intermodal Yard 

 GSWY GITM Savannah Wharf Yard 

 GNRL GNP RLY Inc. 

 GVSR Galveston RR, L.P. 

 GCW Garden City Western Rwy Co. 

 GRW Gary Rwy Co. 

 GWWE Gateway Eastern RR Co. 

 GWWR Gateway Western Rwy 

 GWWL Gennesis Worldwide Logistics LLC 

 GLRX Georgetown Loop RR 

 GRR Georgetown RR Co. 

 GFRR Georgia & Florida Rwy 

 GC Georgia Central Rwy, L.P. 

 GMR Georgia Midland RR, Inc. 

 GNRR Georgia Northeastern RR Co. 

 GAP Georgia Power 

 GS Georgia Southern Rwy Co. 

 GSWR Georgia Southwestern RR Inc. 

 GWRC Georgia Woodlands RR 

 GET Gettysburg and Northern RR 

 GICX Giant Cement 

 GRC Glasgow Rwy Co. 

 GHDE Gold Hill Depot 

 GGMX Golden Gate RR Museum 

 GITM Golden Isles Term. RR, Inc. 

 GTRA Golden Triangle RR Co. 

 LACX Goodyear Tire And Rubber Co. 

 GU Grafton & Upton RR Co. 

 GNBC Grainbelt Corp. 

 GCRX Grand Canyon Rwy 

 GDLK Grand Elk RR, LLC 

 GR Grand Rapids Eastern RR Inc. 

 XGRT Grand Rivers Term. 

 GTW Grand Trunk Western RR Inc. 

 GRVV Grapevine Vintage RR 

 GLC Great Lakes Central RR 

 GRNW Great Northwest RR, Inc. 

 GSR Great Sandhills Rwy, Ltd. 

 GSM Great Smoky Mountains Rwy, The 

 GRWR Great Walton RR Co. 

 GWR Great Western Rwy of Colorado, LLC 

 GCRT Greater Cleveland Regional Transit Authority 

 GMRC Green Mountain RR Corp. 

 GRLW Greenville & Western Rwy Co. LLC 

 GRYR Grenada Rwy LLC 

 GORX Gulf And Ohio Rwys 

 GCSR Gulf, Colorado San Saba Rwy Corp. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 9 Railroad Codes

 GUX Gunderson Inc. 

 HGZX HGZX Industry 

 HRMZ HRMZ 

 HIRR Hainesport Industrial RR LLC 

 HB Hampton & Branchville RR Co. 

 HRT Hartwell RR Co. 

 HRSX Hawaiian Rwy Society 

 HOG Heart of Georgia RR, Inc. 

 HVRX Heber Valley RR Utah 

 HOB Henderson Overton Branch 

 HCAX Hennepin County Regional Rail 

 HR Heritage RR Corp 

 HPTD High Point, Thomasville & Denton RR Co. 

 HART Hillsborough Area Regional Trans. Authority 

 HWRV Hiwassee River RR 

 HVSR Hocking Valley Scenic Rwy 

 HRS Hollidaysburg and Roaring Spring RR Co. 

 HE Hollis & Eastern RR Co. 

 HHRV Hondo Rwy LLC 

 HCRR Honey Creek RR, Inc. 

 HOS Hoosier Southern RR 

 HVMV Hoosier Valley RR Museum 

 HRRC Housatonic RR Co., Inc. 

 HRR Huckleberry RR 

 HMCR Huntsville & Madison county RR Authority 

 HESR Huron & Eastern Rwy 

 IM IM Industry 

 ITSL ITS Technologies & Logistics, LLC. 

 INPR Idaho Northern & Pacific RR Co. 

 IMRR Illinois & Midland RR Inc 

 IC Illinois Central RR Co. 

 IRYM Illinois Rwy Museum 

 IR Illinois Rwy, Inc. 

 ILW Illinois Western RR Co. 

 ICRK Indian Creek RR Co. 

 IORY Indiana & Ohio Rwy 

 IERR Indiana Eastern RR LLC 

 IHB Indiana Harbor Belt RR Co. 

 IN Indiana Northeastern RR Co., Incorporated 

 INRD Indiana Rail Road Co. 

 IRM Indiana Rwy Museum 

 ISRR Indiana Southern RR Co., Inc 

 ISW Indiana Southwestern Rwy Co. 

 ITMZ Indiana Transportation Museum 

 IRSS Industrial Rwy Switching & Services 

 ILRV Inland Lakes Rwy 

 RSIX Intermodal Transfer, LLC 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 10 Railroad Codes

 IAIS Iowa Interstate RR 

 IANR Iowa Northern Rwy Co. 

 IARR Iowa River RR Inc 

 ISR Iowa Southern RR Co. 

 IATR Iowa Traction RR Co. 

 JCIV Jacintoport International, LP 

 JPA Jacksonville Port Authority 

 JEFW Jefferson Warrior RR 

 JCAX Johnson County Airport Commission 

 JERX Joppa & Eastern RR Co. 

 JVRR Juniata Valley RR Co. 

 KWT K.W.T. Rwy, Inc. 

 KC Kanawha Central Rwy Co. 

 KRTX Kanawha River Term. 

 KBSR Kankakee, Beaverville & Southern RR Co. 

 KCS Kansas City Southern Rwy Co. 

 KCT Kansas City Term. Rwy Co. 

 KCTL Kansas City Transportation Co LLC 

 KO Kansas and Oklahoma RR 

 KKRX Kaskaskia Regional Port District 

 KAW Kaw River RR 

 KTR Kendallville Term. Rwy Co. 

 KT Kentucky & Tennessee Rwy 

 KRM Kentucky Rwy Museum 

 KJRY Keokuk Junction Rwy 

 KRSV Keolis Rail Services Virginia, LLC 

 KFR Kettle Falls International Rwy LLC 

 KRR Kiamichi RR Co. LLC 

 KJR Kiski Junction RR 

 KNOR Klamath Northern Rwy Co. 

 KXHR Knoxville & Holston River RR Co., Inc. 

 KSRY Koscuisko And Southwestern Rwy 

 KYLE Kyle RR Co. 

 LRY LRY LLC 

 LYNX LYNX Light Rail System 

 LCRA Lackawanna County RR Authority 

 LKP Lahaina Kaanapoli And Pacific 

 LCHD Lake Charles Harbor District 

 LCR Lake County RR 

 LMIC Lake Michigan & Indiana RR Co. 

 LSRX Lake Shore Rwy 

 LSRC Lake State Rwy Co. 

 LSI Lake Superior & Ishpeming RR Co. 

 LSMR Lake Superior & Mississippi RR 

 LSMT Lake Superior RR Museum 

 LT Lake Term. RR Co. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 11 Railroad Codes

 LWAT Lake Whatcom Rwy 

 LC Lancaster & Chester Rwy Co. 

 LVR Landisville RR, LLC 

 LNO Laona & Northern Rwy 

 LIRR Lapree Industrial RR 

 LMR Last Mountain Rwy 

 LRS Laurinburg & Southern RR Co. 

 LCSR Leadville, Colorado & Southern RR, Co. 

 LMMV Lebanon Mason Monroe RR 

 LRWY Lehigh Rwy, LLC 

 LVRX Lehigh Valley Rail Management 

 LMAX Lenar Marie Island 

 LFIZ Litchfield Industrial RR 

 LKRR Little Kanawha River Rail 

 LRR Little River RR 

 LRWN Little Rock & Western Rwy, L.P. 

 LRPA Little Rock Port RR Co. 

 LAL Livonia, Avon & Lakeville RR Corp. 

 LDLV Lodestar Logistics 

 LER Logansport & Eel River Short Line Co., Inc. 

 LSIZ Lone Star Industries 

 LI Long Island Rail Road 

 LS Longview Switching 

 LACZ Los Angeles County Metropolitan Trans Authority 

 LAJ Los Angeles Junction Rwy Co. 

 LDCX Louis Dreyfus Corp/Galena Park Term. 

 LDRR Louisiana & Delta RR 

 LNW Louisiana & North West RR Co. 

 LAS Louisiana Southern 

 LSTX Louisiana Steam Train Association 

 LIRC Louisville & Indiana RR Co. 

 LW Louisville & Wadley Rwy Co. 

 LNAL Louisville, New Albany & Corydon RR 

 LBR Lowville & Beaver River RR Co. 

 LXVR Luxapalila Valley RR Inc. 

 LSX Luzerene & Susquehanna Rwy Co. 

 LVRR Lycoming Valley RR Co. 

 MNBR M & B RR LLC 

 MGRI M. G. Rail, Inc 

 MACZ MARC Train Service 

 STLM METRO 

 MPLX Minnesota Prairie Line 

 MUNX MUNI - Municipal Transportation Agency 

 CMPA Madison RR Division 

 MAA Magma Arizona RR Co. 

 MVRY Mahoning Valley RR Co. 

 MERR Maine Eastern RR 

 MNGX Maine Narrow Gauge RR 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 12 Railroad Codes

 MRSE Manteno Rail Service Corp. 

 MJ Manufacturers' Junction Rwy Co. 

 MRS Manufacturers' Rwy Co. 

 MQT Marquette Rail LLC 

 MDDE Maryland & Delaware RR Co. 

 MMID Maryland Midland Rwy, Inc. 

 MTAX Mass Transit Administration 

 XMBT Mass. Bay Trans. Authority 

 MBTA Massachusetts Bay Transit Authority 

 MCER Massachusetts Central RR Corp 

 MCRL Massachusetts Coastal RR LLC 

 MSTR Massena Term. RR Co. 

 MAW Maumee & Western RR Corp. 

 MCR Mccloud Rwy Co. 

 MKC Mckeesport Connecting RR Co. 

 MSN Meeker Southern RR 

 MATA Memphis Area Transit Authority 

 MGRZ Merchant's Grain Rail, Inc. 

 MDS Meridian Southern Rwy LLC 

 MNCW Metro North Commuter RR Co. 

 MRTA Metro Regional Transit Authority 

 MTAV Metro Regional Transit Authority 

 MRTV Metro Transit 

 MTPS Metropolitan Stevedore 

 MAL Michigan Air-Line Rwy Co. 

 MS Michigan Shore RR 

 MSO Michigan Southern RR Co., Inc. 

 MSTP Michigan State Trust For Rwy Preservation 

 MITM Michigan Transit Museum 

 MCRY Mid-Continent Rwy 

 MMRR Mid-Michigan RR Co. 

 MIDH Middletown & Hummelstown RR Co. 

 MNJ Middletown & New Jersey RR LLC 

 MADE Middletown Area Development Enterprise 

 MDRY Midlands Rwy 

 MBRX Milford-Bennington RR Co. 

 MRSX Military Ocean Term. RR At Sunny Point 

 MMR Minnesota & Manitoba RR 

 MNNR Minnesota Commercial Rwy 

 MNN Minnesota Northern RR Inc. 

 MPLI Minnesota Prairie Line, Inc. 

 MSWY Minnesota Southern Rwy, Inc. 

 MTFR Minnesota Transfer Rwy Co. 

 MNTX Minnesota Transportation Museum 

 MVRA Minnesota Valley Regional Rail Authority 

 MZL Minnesota Zephyr, Limited 

 MDW Minnesota, Dakota & Western Rwy Co. 

 MMT Mission Mountain RR 

 MSV Mississippi & Skuna Valley RR Co 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 13 Railroad Codes

 MSCI Mississippi Central RR Co. 

 MSDR Mississippi Delta RR 

 MSE Mississippi Export RR Co. 

 MSR Mississippi Southern RR 

 MTNR Mississippi Tennessee RR LLC 

 MSRW Mississippian Rwy Cooperative, Inc. 

 MNA Missouri & Northern Arkansas RR Co., Inc. 

 MVP Missouri & Valley Park RR Corp 

 MNC Missouri North Central RR 

 MET Modesto & Empire Traction Co. 

 MNRR Modoc Northern RR Co. 

 MHWA Mohawk, Adirondack & Northern RR Corp. 

 MCRR Monongahela Connecting RR Co. 

 MRL Montana Rail Link 

 MRMZ Monticello Rwy Museum 

 MMA Montreal, Maine and Atlantic Rwy, Ltd. 

 MHSF Morehead & South Fork RR Co. Inc. 

 MCDX Morris County DOT 

 ME Morristown & Erie Rwy, Inc. 

 MTBD Morton Buildings 

 MCSA Moscow, Camden & San Augustine RR 

 MOPH Motive Power - Houston 

 MH Mount Hood Rwy Co. 

 MRSR Mount Rainier Scenic RR 

 MVT Mount Vernon Term. Rwy, Inc. 

 METW Municipality of East Troy 

 MCSX Music City Starr 

 MCCP Muskogee City-County Port Authority 

 NCMX N C Transportation Museum Foundation 

 NDCR N. D. C. RR Co. 

 NJT N. J. Dept. of Transportation 

 NCOC National Coal Corp. 

 NVRR Napa Valley RR 

 NCYR Nash County RR 

 NERR Nashville & Eastern RR 

 NWR Nashville & Western RR Corp. 

 NTZR Natchez Rwy LLC 

 NSWS National Switching Services 

 NAUG Naugatuck RR Co. Inc. 

 NRI Nebkota Rwy, Inc. 

 NCRC Nebraska Central RR 

 NENE Nebraska Northeastern Rwy Co. 

 NNW Nebraska Northwestern RR, Inc 

 NKCR Nebraska, Kansas, Colorado Railnet 

 VTRW Nevada Comm. for the Recon of the V&T Rwy 

 NCRV Nevada Commission/Reconstruction of V&T Rwy 

 NNRX Nevada Northern Rwy 

 NVSV Nevada Southern Rwy 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 14 Railroad Codes

 NSMU Nevada State Museum 

 NBSR New Brunswick Southern Rwy Co., LTD 

 NCIR New Castle Industrial RR 

 NECR New England Central RR 

 NEGS New England Southern RR Co., Inc. 

 NHCR New Hampshire Central RR, Inc. 

 NHN New Hampshire North Coast RR 

 NHRR New Hope & Ivyland Rail Road 

 NHVX New Hope Valley Rwy/NC RR Museum 

 NJRC New Jersey Rail Carrier, LLC. 

 NJTR New Jersey Transit Rail Operations 

 NMRX New Mexico Rail Runner Express 

 NMSX New Mexico Steam Locomotive and RR Hist. Sociaty 

 NOGC New Orleans & Gulf Coast Rwy Co. Inc. 

 NOPB New Orleans Public Belt RR 

 NRRX New River Rwy 

 NYA New York & Atlantic Rwy Co. 

 NYGL New York & Greenwood Lake Rwy 

 NYLE New York & Lake Erie 

 NYOG New York & Ogdensburg Rwy Co. Inc. 

 NYCT New York Container Term. 

 NYNJ New York New Jersey Rail LLC 

 NYSW New York, Susquehanna & Western RR Co. 

 NSR Newburgh & South Shore RR 

 NPDX Newport Dinner Train 

 NICX Niles Canyon Rwy 

 NTRY Nimishillen & Tuscarawas, LLC 

 NBER Nittany & Bald Eagle 

 NPB Norfolk & Portsmouth Belt Line RR Co. 

 NS Norfolk Southern Corp. 

 NARZ North Alabama RR Museum 

 NCVA North Carolina & Virginia RR Co. 

 DTNC North Carolina Department Of Transportation 

 NCT North Charleston Term. Co. 

 NSHR North Shore RR 

 NSSR North Shore Scenic RR 

 NIRC Northeast IL Regional Commuter Rail Corp. 

 NICD Northern Indiana Commuter Transportation District 

 NLR Northern Lines Rwy LLC 

 NOW Northern Ohio & Western Rwy, LTD. 

 NPR Northern Plains RR, Inc. 

 NSCR Northstar Corridor Rail 

 NOKL Northwestern Oklahoma RR Co. 

 OTR Oakland Term. Rwy 

 ORC Ogeechee RR Co. 

 OHIC Ohi Rail Corp. 

 OHCR Ohio Central RR Co. 

 ORDC Ohio Rail Development Commission 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 15 Railroad Codes

 OSRR Ohio Southern RR Co. 

 OVR Ohio Valley RR Co. 

 OCTL Oil Creek & Titusville Lines 

 OKGE Oklahoma General Electric 

 OKRX Oklahoma Rwy Museum Ltd 

 OAR Old Augusta RR Co. 

 OC Olin Corp. 

 OPPX Omaha Public Power District 

 OLB Omaha, Lincoln & Beatrice Rwy Co. 

 ONCT Ontario Central RR Corp. 

 OMID Ontario Midland RR Corp. 

 OERY Orange Empire Rwy Museum 

 OCSR Oregon Coast Scenic RR 

 OERR Oregon Eastern RR 

 OGE Oregon Great Eastern 

 OPR Oregon Pacific RR Co. 

 ORUZ Orlando Utilities Commission 

 OSCV Osceola & St. Croix Valley Rwy 

 OTVR Otter Tail Valley RR Co., Inc. 

 OUCH Ouachita RR 

 OLTX Over Land Trucking and Rail 

 OHRY Owego & Harford Rwy, Inc. 

 OVRR Ozark Valley RR Inc. 

 PLVW Port of Longview 

 PSC PYCO Industries Inc. 

 PARN Pacific & Arctic RR & Navigation Co. 

 PHL Pacific Harbor Line Inc. 

 PRPX Pacific RR Preservation Association 

 PRSX Pacific Rail Services 

 PSRM Pacific SW Rwy Museum 

 PSRR Pacific Sun RR, LLC 

 PI Paducah & Illinois RR Co. 

 PAL Paducah & Louisville Rwy Co. 

 PCC Palouse River & Coulee City RR Inc. 

 GRS Pam Am Rwys/Guilford System 

 PAS Pan Am Southern, LLC. 

 PWCV Pan Western Corp. 

 PNR Panhandle Northern RR Co. 

 PBR Patapsco & Back Rivers RR Co. 

 PVS Pecos Valley Southern Rwy Co. 

 PDRR Pee Dee River Rwy Corp. 

 POVA Pend Oreille Valley RR, Inc 

 PCJX Peninsula Cooridor Joint Powers Board 

 PT Peninsula Term. Co. 

 PSCC Pennsylvania & Southern Rwy, LLC 

 PSWR Pennsylvania Southwestern RR, Inc. 

 PPHW Peoria, Peoria Heights & Western RR 

 PICK Pickens Rwy Co. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 16 Railroad Codes

 PRY Pioneer Industrial Rwy Co. 

 PWJ Pioneer RR Co., Inc. 

 PVRR Pioneer Valley RR Co., Inc. 

 PCDX Pittsburgh & Conneaut Dock Co., The 

 POHC Pittsburgh & Ohio Central RR Co., The 

 PAM Pittsburgh, Allegheny & Mckees Rocks RR 

 PMSW Plainsman Switching Co. 

 PLL Plymouth & Lincoln 

 PCN Point Comfort & Northern Rwy Co. 

 PRCL Pola Red Car Line 

 PATH Port Authority Trans Hudson 

 PAAC Port Authority of Allegheny County 

 PBVR Port Bienville RR 

 PHRR Port Harbor RR, Inc. 

 PJR Port Jersey RR Co. 

 POCA Port of Catoosa Term. RR 

 PLAX Port of Los Angeles 

 MAUP Port of Manatee 

 POMJ Port of Milwaukee 

 POAK Port of Oakland 

 PPBD Port of Palm Beach Term. 

 POPZ Port of Pasco 

 POSX Port of Sacramento 

 POTB Port of Tillamook Bay RR 

 PSAN Port San Antonio 

 PTRA Port Term. RR Association 

 PTR Port Term. RR of South Carolina 

 PUCC Port Utilities Commission of Charleston, S.C. 

 PGBX Port of Greater Baton Rouge 

 PMKX Port of Muskogee RR 

 PSDX Port of San Diego 

 PSBX Port of Shreveport-Bossier, The 

 PNWR Portland & Western RR, Inc. 

 PTO Portland Term. 

 PVJR Portland Vancouver Junction RR 

 PEX Potomac Eagle Scenic Rail Excursion 

 PNW Prescott & Northwestern RR Co. 

 PROQ Progress Rail Switching Service 

 PGR Progressive Rail Inc 

 PW Providence & Worcester RR Co. 

 PSOZ Public Service of Oklahoma 

 PBRF Pueblo RR Museum 

 PSAP Puget Sound & Pacific RR Co. 

 

 QRR Quincy RR Co. 

 RJCK R J Corman RR Co./Tennessee Term. LLC 

 RJCN R. J. Corman RR Co./Allentown Lines, Inc. 

 RJCL R. J. Corman RR Co./Cleveland Line 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 17 Railroad Codes

 RJCM R. J. Corman RR Co./Memphis Line 

 RJCP R. J. Corman RR Co./Pennsylvania Lines, Inc. 

 RJCV R. J. Corman RR Co./WV Line 

 RJCC R. J. Corman RR Co/Central Kentucky Lines 

 RJCR R. J. Corman RR Corp./Bardstown Line 

 RJCW R. J. Corman, Western Ohio Line 

 DUT RTD Denver Union Station 

 RAMX Rail America Limited 

 RLIX Rail Link Inc. 

 RLGX Rail Logix L.P. 

 RASX Rail Serve 

 RSIZ Rail Services, Inc. 

 RRTM Rail Term 

 RWTV Rail Works Track Systems, Inc. 

 NSRX Railroading Heritage of Midwest America Inc. 

 RTRX Railtown 1897 RR 

 RCRY Raritan Central Rwy LLC 

 RARW Rarus Rwy Co. 

 RRTX Rat River Transportation Co. 

 RERX Reader RR 

 RNRX Reading & Northern RR Systems 

 RBMN Reading Blue Mountain & Northern RR Commission 

 RRVW Red River Valley & Western RR 

 RRC Redmont Rwy Co. 

 RTA Regional Transportation Authority 

 NRTX Regional Transportation Authority-Nashville, TN 

 RTDZ Regional Transportation District 

 RCIB Rescar Industries - Beaumont 

 RCXM Rescar Location 715 Switching 

 RSCX Rescar 

 RRCV Respondek RR Corp. 

 RSOR Riceboro Southern Rwy LLC 

 RPRC Richmond Pacific RR Corp. 

 RBX Ringling Brothers, Barnum & Bailey Circus 

 RVSC Rio Valley Switching Co. 

 RVPR River Port RR 

 RSR Rochester Southern RR, Inc. 

 RRRR Rock & Rail Inc 

 RSS Rockdale, Sandow & Southern RR Co. 

 SSR S&S Shortline RR 

 VTAZ Santa Clara Valley Transportation Authority 

 SCTR SCTRR, LLC 

 SGSC SGS Petroleum Service Corp. 

 SNY SMS Rail Lines of New York City LLC 

 SLRS SMS Rail Service, Inc. 

 SOO SOO Line RR Co. 

 SPNW SP News Print Co. 

 SRN Sabine River & Northern RR Co. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 18 Railroad Codes

 SCDT Sacramento County Department of Transportation 

 SCRT Sacramento County Regional Transit District 

 SAV Sacramento Valley RR 

 SL Salt Lake City Southern RR Co., Inc. 

 SLGW Salt Lake, Garfield & Western Rwy Co. 

 SBEX San Bernardino Rwy Historical Society 

 SDIY San Diego & Imperial Valley 

 SDNX San Diego Northern Rwy 

 SDTI San Diego Trolley Inc. 

 SFBY San Francisco Bay RR 

 SFBR San Francisco Belt RR 

 SJVR San Joaquin Valley RR Co. 

 SLRG San Luis & Rio Grande RR 

 SLC San Luis Central RR Co. 

 SMA San Manuel Arizona RR Co. 

 SPSR San Pedro & Southwestern RR Co. 

 SS Sand Springs Rwy Co. 

 SAN Sandersville RR Co. 

 SCCT Santa Clara County Transit District 

 SCBG Santa Cruz, Big Tree & Pacific RR 

 SFS Santa Fe Southern Rwy, Inc. 

 SMV Santa Maria Valley RR Co. 

 SBG Savage Bingham & Garfield RR Co. 

 SYSI Savage Yard Services, Inc. 

 SAPT Savannah Port Term. RR, Inc. 

 SSHV Seaside Holdings, Inc. 

 SVTX Seaview Transportation Co., Inc. 

 SGLR Seminole Gulf RR 

 SE Semo Port RR, Inc. 

 SQVR Sequatchie Valley RR 

 SVRR Shamokin Valley RR Co. 

 SABX Shaw Air Force Base 

 STR Shawnee Term. Rwy Co. 

 SVIZ Shelbyville Industrial RR 

 SHEL Shell Oil Co. 

 XSPU Shell Puget Sound Refinery 

 SV Shenandoah Valley RR 

 SLSV Short Line Services, Inc. 

 SLGG Sidney & Lowe RR Inc. 

 SERA Sierra Northern Rwy 

 SPKE Signal Peak Energy Corp. 

 SMRR Sisseton Milbank RR 

 SKTX Ski Train RR 

 SNVX Snoqualmie Valley RR 

 SOM Somerset RR Co 

 SCR Sounder Commuter Rail 

 SBVR South Branch Valley RR 

 SB South Buffalo Rwy Co. 

 SCRF South Carolina Central RR Co., Inc. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 19 Railroad Codes

 SCPB South Carolina Public Rwys Commission 

 RRWX South Carolina RR Museum, The 

 SCXF South Central Florida Express, Inc. 

 SCIH South Chicago & Indiana Harbor Rwy Co. 

 SCCR South County Commuter Rail 

 SFRV South Florida Regional Transit Authority 

 SKOL South Kansas & Oklahoma RR Co. 

 SLAL South Plains Lamesa RR, Ltd. 

 SRPX South River Railroad Project 

 XSPT Southeastern Penn. Trans. Authority 

 SEPA Southeastern Pennsylvania Transportation Authority 

 SPRX Southern Applachian Rwy Museum 

 SCAX Southern California Regional Rail Authority 

 SERX Southern Electric RR 

 SIND Southern Indiana Rwy, Inc. 

 SMRS Southern Michigan RR Society 

 SNJX Southern New Jersey Light Rail Group 

 SRNJ Southern RR Co. Of New Jersey 

 SSC Southern Switching Co. 

 SWP Southwest Pennsylvania RR Co. 

 SW Southwestern RR Co., Inc. 

 SPIX Spotsylvania County Industrial Park 

 SPCX Springerville & Coronada RR, Lines. 

 SCS Squaw Creek Southern RR 

 SMW St Marys Rwy West LLC 

 SCXY St. Croix Valley RR Co. 

 SLR St. Lawrence & Atlantic RR Co. 

 SLOI St. Louis, Iron Mountain, & Southern 

 STMA St. Maries River RR Co. 

 SM St. Marys RR Co. 

 SLZZ Standard Lafarge 

 SNCX Steamtown National Historic Site 

 SNHS Steamtown National Historical Society 

 SH Steelton & Highspire RR 

 STRT Stewartstown RR Co. 

 SLWC Stillwater Central RR Co., Inc. 

 SPBR Stockton Public Belt RR 

 STE Stockton Term. & Eastern RR 

 SRC Strasburg RR Co. 

 SUVX Sumpter Valley RR 

 SNR Sunflour RR, Inc. 

 SSMR Sunshine Mills RR 

 SWCX Sweetwater Central RR 

 SBNX Syracuse Binghampton And New York RR 

 TMBL Tacoma Municipal Belt Line Rwy 

 TRMW Tacoma Rail Mountain Division 

 TRIC Tahoe Reno Industrial Center 

 TTR Talley Rand Term. RR 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 20 Railroad Codes

 THEA Tampa-Hillsborough County Expressway Authority 

 TZPR Tazewell & Peoria RR, Inc. 

 TC Temple & Central Texas Rwy, Inc. 

 TECX Tennessee Central RR 

 TSRR Tennessee Southern RR Co., Inc. 

 TVRM Tennessee Valley RR 

 TKEN Tennken RR Co. Inc. 

 TRRA Terminal RR Association Of St. Louis 

 TASD Terminal Rwy Alabama State Docks 

 TSWS Terminal Switching Services 

 TNMR Texas & New Mexico RR Co. 

 TN Texas & Northern Rwy Co. 

 TXOR Texas & Oklahoma RR Co. 

 TCT Texas City Term. Rwy Co. 

 TXNW Texas Northwestern Rwy Co. 

 TXPF Texas Pacifico Transportation Limited 

 TXR Texas Rock Crusher Rwy Co. 

 TSE Texas South-Eastern RR Co. 

 TSR Texas State RR 

 TXGN Texas, Gonzales & Northern Rwy Co. 

 TBRY Thermal Belt Rwy 

 TNHR Three Notch RR 

 TIBR Timberrock RR Co., Inc. 

 TIOC Tioga Central RR 

 TCRX Tioga Central Rail Ex. 

 TISH Tishomingo RR Co., Inc. 

 TLEW Toledo Lake Erie & Western RR 

 TPW Toledo, Peoria & Western Rwy Corp. 

 TLCP Toledo-Lucas County Port Authority 

 TR Tomahawk Rwy, L.P. 

 TMSS Towanda Monroeton Shippers Lifeline, Inc. 

 TTAX Trailer Train 

 TTI Trans Kentucky RR. 

 TRRJ Transco Railcar Repair, Inc. 

 TAMX TransitAmerica, LLC 

 TTIS Transkentucky Transportation RR, Inc. 

 TCRY Tri-City RR Co. 

 TCRV Tri-City Railcar Repair 

 TMEV Tri-Met Westside Express Service 

 TRE Trinity Rwy Express 

 TREX Trinity Rwy Express 

 TRSZ Triple Crown Service 

 TMNY Trolley Museum of New York 

 TRC Trona Rwy Co. 

 TSU Tulsa-Sapulpa Union Rwy Co. LLC 

 TCKR Turtle Creek Industrial RR, Inc. 

 TCWR Twin City & Western RR 

 TYBR Tyburn RR Co. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 21 Railroad Codes

 USRS U S. Rail/Salem 

 USAD U. S. Army Depot 

 USRP U. S. Rail Corp. 

 USRO U.S. Rail Corp/Ohio 

 USSZ U.S. Sugar Co. 

 UPIX USS - Posco Industries 

 UFRC UTA FrontRunner Commuter Rail 

 UCIR Union County Industrial RR Co. 

 UPME Union Pacific Metra 

 UP Union Pacific RR Co. 

 URR Union RR Co. 

 USAF United States Air Force 

 USG United States Gypsum 

 UHRX Upper Hudson River RR 

 UMP Upper Merion & Plymouth RR Co. 

 UCRY Utah Central Rwy Co. 

 UTAH Utah Rwy Co. 

 UTAX Utah Transit Authority 

 VSR V and S Rwy, Inc. 

 VST V&S Rwy Inc D d/b/a/Towner Railway 

 VR Valdosta Rwy, L.P. 

 VMTR Valley Metro Rail 

 VALE Valley RR Co. 

 VRRC Vandalia RR Co. 

 VRCX Vaughan RR Co. 

 VCRR Ventura County RR Co. 

 VVRR Vermillion Valley RR Co., Inc. 

 VTR Vermont Rwy, Inc. 

 VSOR Vicksburg Southern RR, Inc. 

 VTRR Virginia & Truckee RR Co., Inc. 

 VC Virginia Central Rwy 

 VPAX Virginia Port Authority 

 VREX Virginia Rwy Express 

 VSRR Virginia Southern RR 

 VREE Vreeland Rail LLC 

 VM Vulcan Materials Co. 

 WCTR WCTU Rwy 

 WBCR Wabash Central RR Corp. 

 WCLR Waccamaw Coast Line RR Co. 

 WS Walkersville Southern RR, Inc. 

 WHOE Walking Horse & Eastern RR Co. 

 WURR Wallowa Union RR Authority 

 WAKS Wannamakers, Kempton And Southern 

 WSR Warren & Saline River RR Co. 

 WTRM Warren & Trumbull RR Co., The 

 WIR Washington & Idaho Rwy, Inc. 

 WACR Washington County RR Corp. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 22 Railroad Codes

 WI Watco Switch Indiana 

 WATX Watco Switching 

 WCOR Wellsboro & Corning RR Co. 

 WCRL West Chester RR Co. 

 WESZ West Erie Shortline 

 WFS West Isle Line Inc. 

 WJSL West Jersey Short Line 

 WMI West Michigan RR Co. 

 WTNN West Tennessee RR Corp. 

 WTUX West Texas Utility 

 WTLC West Texas and Lubbock Rwy Co. 

 WVC West Virginia Central RR 

 WKRL Western Kentucky Rwy, LLC 

 WMSR Western Maryland Scenic RR 

 WNYP Western New York & Pennsylvania RR LLC 

 WRRC Western RR Co. 

 WRS Western Rail Switching, Inc. 

 WRM Western Rwy Museum 

 WCTX Weyerhaeuser Woods RRs 

 WE Wheeling & Lake Erie Rwy Co. 

 WVRR Whitewater Valley RR 

 WTA Wichita Term. Association 

 WTJR Wichita, Tillman & Jackson Rwy Co., Inc. 

 WBC Wilkes-Barre Connecting RR Co. 

 WPRR Willamette & Pacific RR, Inc. 

 WVR Willamette Valley Rwy Co. 

 WWRC Wilmington & Western RR Co. 

 WTRY Wilmington Term. RR Inc. 

 WSRY Winamac Southern Rwy Co. 

 WW Winchester & Western RR Co. 

 WRCC Winnipesaukee RR Corp. 

 WSS Winston-Salem Southbound Rwy 

 WST Winston-Salem Term. Co. 

 WGCR Wiregrass Central RR Co. 

 WGNX Wisconsin & Great Northern 

 WSOR Wisconsin & Southern RR Co. 

 WC Wisconsin Central Ltd. 

 WGNS Wisconsin Great Northern RR, Inc. 

 WN Wisconsin Northern RR 

 WYET Wye Transportation Corp 

 WYCO Wyoming & Colorado RR 

 YCR YCR Corp. 

 YVRR Yadkin Valley RR Co. 

 YSVR Yellowstone Valley RR Inc. 

 YRC York Rwy Co. 

 YARR Youngstown & Austintown RR 

 YB Youngstown Belt RR Co., The 

 YSRR Yountstown & Southeastern RR Co., Inc. 
FRA Guide for Preparing Accident/Incident Reports 

 

 

Appendix A - 23 Railroad Codes

 YW Yreka Western RR Co. 

 ZWSX Zanesville & Western Scenic RR 
FRA Guide for Preparing Accident/Incident Reports 

Appendix B - 1 State Codes

APPENDIX B

State Codes

AL Alabama SC South Carolina 

AK Alaska SD South Dakota 

AZ Arizona TN Tennessee 

AR Arkansas TX Texas 

CA California UT Utah 

CO Colorado VT Vermont 

CT Connecticut VA Virginia 

DE Delaware WA Washington 

DC District of Columbia WV West Virginia 

FL Florida WI Wisconsin 

GA Georgia WY Wyoming 

HI Hawaii 

ID Idaho 

IL Illinois 

IN Indiana 

IA Iowa 

KS Kansas 

KY Kentucky 

LA Louisiana 

ME Maine 

MD Maryland 

MA Massachusetts 

MI Michigan 

MN Minnesota 

MS Mississippi 

MO Missouri 

MT Montana

NE Nebraska 

NV Nevada 

NH New Hampshire 

NJ New Jersey 

NM New Mexico 

NY New York 

NC North Carolina 

ND North Dakota 

OH Ohio 

OK Oklahoma 

OR Oregon 

PA Pennsylvania 

RI Rhode Island 
FRA Guide for Preparing Accident/Incident Reports 

Train Accident Appendix C - 1 Cause Codes

APPENDIX C

Train Accident Cause Codes 

TRACK, ROADBED AND STRUCTURES

 

Roadbed

T001 Roadbed settled or soft 

T002 Washout/rain/slide/flood/snow/ice damage to track 

T099 Other roadbed defects (Provide detailed description in narrative) 

Track Geometry

T101 Cross level of track irregular (at joints) 

T102 Cross level of track irregular (not at joints) 

T103 Deviation from uniform top of rail profile 

T104 Disturbed ballast section 

T105 Insufficient ballast section 

T106 Superelevation improper, excessive, or insufficient 

T107 Superelevation runoff improper 

T108 Track alignment irregular (other than buckled/sunkink) 

T109 Track alignment irregular (buckled/sunkink) 

T110 Wide gage (due to defective or missing crossties) 

T111 Wide gage (due to defective or missing spikes or other rail fasteners) 

T112 Wide gage (due to loose, broken, or defective gage rods) 

T113 Wide gage (due to worn rails) 

T199 Other track geometry defects (Provide detailed description in narrative) 

Rail, Joint Bar and Rail Anchoring

 

T201 Broken Rail - Bolt hole crack or break 

T202 Broken Rail - Base 

T203 Broken Rail - Weld (plant) 

T204 Broken Rail - Weld (field) 

T205 Defective or missing crossties (use code T110 if results in wide gage) 

T206 Defective spikes or missing spikes or other rail fasteners (use code T111 if results in wide gage) 

T207 Broken Rail - Detail fracture from shelling or head check 

T208 Broken Rail - Engine burn fracture 

T210 Broken Rail - Head and web separation (outside joint bar limits) 

T211 Broken Rail - Head and web separation (within joint bar limits) 

T212 Broken Rail - Horizontal split head 

T213 Joint bar broken (compromise) 

T214 Joint bar broken (insulated) 

T215 Joint bar broken (noninsulated) 

T216 Joint bolts, broken, or missing 

T217 Mismatched rail-head contour 

T218 Broken Rail - Piped rail 

T219 Rail defect with joint bar repair 

T220 Broken Rail - Transverse/compound fissure 
APPENDIX C - Continued

Train Accident Appendix C - 2 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

T221 Broken Rail - Vertical split head 

T222 Worn rail 

T223 Rail Condition - Dry rail, freshly ground rail 

T224 Rail defect originating from bond wire attachment (Provide description in narrative)

T299 Other rail and joint bar defects (Provide detailed description in narrative) 

Frogs, Switches and Track Appliances

 

T301 Derail, defective 

T302 Expansion joint failed or malfunctioned 

T303 Guard rail loose/broken or mislocated 

T304 Railroad crossing frog, worn or broken 

T305 Retarder worn, broken, or malfunctioning 

T306 Retarder yard skate defective 

T307 Spring/power switch mechanism malfunction 

T308 Stock rail worn, broken or disconnected 

T309 Switch (hand operated) stand mechanism broken, loose, or worn 

T310 Switch connecting or operating rod is broken or defective 

T311 Switch damaged or out of adjustment 

T312 Switch lug/crank broken 

T313 Switch out of adjustment because of insufficient rail anchoring 

T314 Switch point worn or broken 

T315 Switch rod worn, bent, broken, or disconnected 

T316 Turnout frog (rigid) worn, or broken 

T317 Turnout frog (self guarded), worn or broken 

T318 Turnout frog (spring) worn, or broken 

T319 Switch point gapped (between switch point and stock rail) 

T399 Other frog, switch and track appliance defects (Provide detailed description in narrative) 

Other Way and Structure

 

T401 Bridge misalignment or failure 

T402 Flangeway clogged 

T403 Engineering design or construction 

T404 Catenary system defect 

T499 Other way and structure defect (Provide detailed description in narrative) 

SIGNAL AND COMMUNICATION

 

S001 Automatic cab signal displayed false proceed 

S002 Automatic cab signal inoperative 

S003 Automatic train control system inoperative 

S004 Automatic train-stop device inoperative 

S005 Block signal displayed false proceed 

S006 Classification yard automatic control system switch failure 

S007 Classification yard automatic control system retarder failure 

S008 Fixed signal improperly displayed (defective) 

S009 Interlocking signal displayed false proceed 

S010 Power device interlocking failure 

S011 Power switch failure 
APPENDIX C - Continued

Train Accident Appendix C - 3 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

S012 Radio communication equipment failure 

S013 Other communication equipment failure 

S014 Computer system design error (vendor) 

S015 Computer system configuration/management error (vendor) 

S016 Classification yard automatic control system - Inadequate or insufficient control (e.g., automatic cycling, 

other software/programming deficiencies, etc.) 

S099 Other signal failures (Provide detailed description in narrative) 

S101 Remote control transmitter defective 

S102 Remote control transmitter, loss of communication 

S103 Radio controlled switch communication failure 

S104 Radio controlled switch not locked effectively (Equipment Failure) 

MECHANICAL AND ELECTRICAL FAILURES

Brakes

 

E00C Air hose uncoupled or burst 

E00L Air hose uncoupled or burst (LOCOMOTIVE) 

E01C Hydraulic hose uncoupled or burst 

E01L Hydraulic hose uncoupled or burst (LOCOMOTIVE) 

E02C Broken brake pipe or connections 

E02L Broken brake pipe or connections (LOCOMOTIVE) 

E03C Obstructed brake pipe (closed angle cock, ice, etc.) 

E03L Obstructed brake pipe (closed angle cock, ice, etc.) (LOCOMOTIVE) 

E04C Other brake components damaged, worn, broken, or disconnected 

E04L Other brake components damaged, worn, broken, or disconnected (LOCOMOTIVE) 

E05C Brake valve malfunction (undesired emergency) 

E05L Brake valve malfunction (undesired emergency) (LOCOMOTIVE) 

E06C Brake valve malfunction (stuck brake, etc.) 

E06L Brake valve malfunction (stuck brake, etc.) (LOCOMOTIVE) 

E07C Rigging down or dragging 

E07L Rigging down or dragging (LOCOMOTIVE) 

E08C Hand brake (including gear) broken or defective 

E08L Hand brake (including gear) broken or defective (LOCOMOTIVE) 

E0HC Hand brake linkage and/or connections broken or defective 

E0HL Hand brake linkage/Connections broken/defective (LOCOMOTIVE) 

E09C Other brake defects, cars (Provide detailed description in narrative) 

E09L Other brake defects, (Provide detailed description in narrative) (LOCOMOTIVE) 

E10L Computer controlled brake communication failure (LOCOMOTIVE) 

Trailer or Container on Flatcar

 

E11C Broken or defective tiedown equipment 

E12C Broken or defective container 

E13C Broken or defective trailer 

E19C Other trailer or container on flat car defects (Provide detailed description in narrative) 
APPENDIX C - Continued

Train Accident Appendix C - 4 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

Body 

 

E20C Body bolster broken or defective 

E20L Body bolster broken or defective (LOCOMOTIVE) 

E21C Center sill broken or bent 

E21L Center sill broken or bent (LOCOMOTIVE) 

E22C Draft sill broken or bent 

E22L Draft sill broken or bent (LOCOMOTIVE) 

E23C Center plate broken or defective 

E23L Center plate broken or defective (LOCOMOTIVE) 

E24C Center plate disengaged from truck (car off center) 

E24L Center plate disengaged from truck unit/off center (LOCOMOTIVE) 

E25C Center pin broken or missing 

E25L Center pin broken or missing (LOCOMOTIVE) 

E26C Center plate attachment defective 

E26L Center plate attachment defective (LOCOMOTIVE) 

E27C Side sill broken 

E27L Side sill broken (LOCOMOTIVE) 

E29C Other body defects, (CAR) (Provide detailed description in narrative) 

E29L Other body defects, (LOCOMOTIVE) (Provide detailed description in narrative) 

Coupler and Draft System 

 

E30C Knuckle broken or defective 

E30L Knuckle broken or defective (LOCOMOTIVE) 

E31C Coupler mismatch, high/low 

E31L Coupler mismatch, high/low (LOCOMOTIVE) 

E32C Coupler drawhead broken or defective 

E32L Coupler drawhead broken or defective (LOCOMOTIVE) 

E33C Coupler retainer pin/cross key missing 

E33L Coupler retainer pin/cross key missing (LOCOMOTIVE) 

E34C Draft gear/mechanism broken or defective (including yoke) 

E34L Draft gear/mechanism broken/defective (including yoke) (LOCOMOTIVE) 

E35C Coupler carrier broken or defective 

E35L Coupler carrier broken or defective (LOCOMOTIVE) 

E36C Coupler shank broken or defective (includes defective alignment control) 

E36L Coupler shank broken or defective (includes defective alignment control) (LOCOMOTIVE) 

E37C Failure of articulated connectors 

E37L Failure of articulated connectors (LOCOMOTIVE) 

E39C Other coupler and draft system defects, (CAR) (Provide detailed description in narrative) 

E39L Other coupler and draft system defects, (LOCOMOTIVE) (Provide detailed description in narrative) 

 

Truck Components 

 

E40C Side bearing clearance insufficient 

E40L Side bearing clearance insufficient (LOCOMOTIVE) 

E41C Side bearing clearance excessive 

E41L Side bearing clearance excessive (LOCOMOTIVE) 

E42C Side bearing(s) broken 

E42L Side bearing(s) broken (LOCOMOTIVE) 
APPENDIX C - Continued

Train Accident Appendix C - 5 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

E43C Side bearing(s) missing 

E43L Side bearing(s) missing (LOCOMOTIVE) 

E44C Truck bolster broken 

E44L Truck bolster broken (LOCOMOTIVE) 

E45C Side frame broken 

E45L Side frame broken (LOCOMOTIVE) 

E46C Truck bolster stiff, improper swiveling 

E4AC Gib Clearance (lateral motion excessive)

E4BC Truck bolster stiff (failure to slew) 

E46L Truck bolster stiff, improper lateral or improper swiveling (LOCOMOTIVE) 

E47C Defective snubbing (including friction and hydraulic) 

E47L Defective snubbing (LOCOMOTIVE) 

E48C Broken, missing, or otherwise defective springs (including incorrect repair and/or installation) 

E48L Broken, missing, or otherwise defective springs (LOCOMOTIVE) 

E4TC Truck hunting 

E4TL Truck hunting (LOCOMOTIVE) 

E49C Other truck component defects, including mismatched side frames (CAR) (Provide detailed description in 

narrative) 

E49L Other truck component defects, (LOCOMOTIVE) (Provide detailed description in narrative) 

Axles and Journal Bearings 

 

E51C Broken or bent axle between wheel seats 

E51L Broken or bent axle between wheel seats (LOCOMOTIVE) 

E52C Journal (plain) failure from overheating 

E52L Journal (plain) failure from overheating (LOCOMOTIVE) 

E53C Journal (roller bearing) failure from overheating 

E53L Journal (roller bearing) failure from overheating- LOCOMOTIVE 

E54C Journal fractured, new cold break 

E54L Journal fractured, new cold break (LOCOMOTIVE) 

E55C Journal fractured, cold break, previously overheated 

E55L Journal fractured, cold break, previously overheated (LOCOMOTIVE) 

E59C Other axle and journal bearing defects (CAR) (Provide detailed description in narrative) 

E59L Other axle and journal bearing defects (LOCOMOTIVE) (Provide detailed description in narrative) 

Wheels 

 

E60C Broken flange 

E60L Broken flange (LOCOMOTIVE) 

E61C Broken rim 

E61L Broken rim (LOCOMOTIVE) 

E62C Broken plate 

E62L Broken plate (LOCOMOTIVE) 

E63C Broken hub 

E63L Broken hub (LOCOMOTIVE) 

E64C Worn flange 

E64L Worn flange (LOCOMOTIVE) 

E65C Worn tread 

E65L Worn tread (LOCOMOTIVE) 

E66C Damaged flange or tread (flat) 

E66L Damaged flange or tread (flat) (LOCOMOTIVE) 
APPENDIX C - Continued

Train Accident Appendix C - 6 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

E67C Damaged flange or tread (build up) 

E67L Damaged flange or tread (build up) (LOCOMOTIVE) 

E68C Loose wheel 

E68L Loose wheel (LOCOMOTIVE) 

E6AC Thermal crack, flange or tread 

E6AL Thermal crack, flange or tread (LOCOMOTIVE) 

E69C Other wheel defects (CAR) (Provide detailed description in narrative) 

E69L Other wheel defects (LOCOMOTIVE) (Provide detailed description in narrative) 

Locomotives 

 

E70L Running gear failure (LOCOMOTIVE) 

E71L Traction motor failure (LOCOMOTIVE) 

E72L Crank case or air box explosion (LOCOMOTIVE) 

E73L Oil or fuel fire (LOCOMOTIVE) 

E74L Electrically caused fire (LOCOMOTIVE) 

E75L Current collector system (LOCOMOTIVE) 

E76L Remote control equipment inoperative (LOCOMOTIVE) 

E77L Broken or defective swing hanger or spring plank (LOCOMOTIVE) 

E78L Pantograph defect (LOCOMOTIVE) 

E7AL On-board computer - failure to respond (LOCOMOTIVE) 

E7BL Third rail shoe or shoe beam (LOCOMOTIVE) 

E79L Other locomotive defects (Provide detail description in narrative) 

Doors 

 

E80C Box car plug door open 

E81C Box car plug door, attachment defective 

E82C Box car plug door, locking lever not in place 

E83C Box car door, other than plug, open 

E84C Box car door, other than plug, attachment defective 

E85C Bottom outlet car door open 

E86C Bottom outlet car door attachment defective 

E89C Other car door defects (Provide detail description in narrative) 

General Mechanical and Electrical Failures 

E99C Other mechanical and electrical failures, (CAR) (Provide detailed description in narrative) 

E99L Other mechanical and electrical failures, (LOCOMOTIVE) (Provide detailed description in narrative) 

TRAIN OPERATION - HUMAN FACTORS 

 

Brakes, Use of 

 

H008 Improper operation of train line air connections (bottling the air) 

H017 Failure to properly secure engine(s) (railroad employee) 

H018 Failure to properly secure hand brake on car(s) (railroad employee) 

H019 Failure to release hand brakes on car(s) (railroad employee) 

H020 Failure to apply sufficient number of hand brakes on car(s) (railroad employee) 

H021 Failure to apply hand brakes on car(s) (railroad employee) 
APPENDIX C - Continued

Train Accident Appendix C - 7 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

H022 Failure to properly secure engine(s) or car(s) (non railroad employee) 

H025 Failure to control speed of car using hand brake (railroad employee) 

H099 Use of brakes, other (Provide detailed description in narrative) 

Employee Physical Condition 

 

H101 Impairment of efficiency or judgment because of drugs or alcohol 

H102 Incapacitation due to injury or illness 

H103 Employee restricted in work or motion 

H104 Employee asleep 

H199 Employee physical condition, other (Provide detailed description in narrative) 

Flagging, Fixed, Hand and Radio Signals 

 

H201 Blue Signal, absence of 

H202 Blue Signal, improperly displayed 

H205 Flagging, improper or failure to flag 

H206 Flagging signal, failure to comply 

H207 Hand signal, failure to comply 

H208 Hand signal improper 

H209 Hand signal, failure to give/receive 

H210 Radio communication, failure to comply 

H211 Radio communication, improper 

H212 Radio communication, failure to give/receive 

H217 Failure to observe hand signals given during a wayside inspection of moving train 

H218 Failure to comply with failed equipment detector warning or with applicable train inspection rules.

H219 Fixed signal (other than automatic block or interlocking signal), improperly displayed. 

H220 Fixed signal (other than automatic block or interlocking signal), failure to comply. 

H221 Automatic block or interlocking signal displaying a stop indication - failure to comply.* 

H222 Automatic block or interlocking signal displaying other than a stop indication - failure to comply.* 

H299 Other signal causes (Provide detailed description in narrative) 

Note for Codes H221, H222, and H605: For accidents involving noncompliance by crew members 

with the indication of block or interlocking signals, the appropriate human factor cause relating to 

failure to comply with the signal should always be used as the primary cause. Code H605, “Failure 

to comply with restricted speed in connection with the restrictive indication of a block or interlocking 

signal,” should be shown as the contributing cause in those accidents arising from noncompliance 

with block or interlocking signal conveying a restrictive indication. Code H607 may be used as the 

primary cause code when the accident did not involve block or interlocking signals, but arose due to 

noncompliance by crew members with timetable special instructions, equipment restrictions, and/or 

operating rules or procedures. 

General Switching Rules 

H301 Car(s) shoved out and left out of clear 

H302 Cars left foul 

H303 Derail, failure to apply or remove 

H304 Hazardous materials regulations, failure to comply 

H305 Instruction to train/yard crew improper 

H306 Shoving movement, absence of man on or at leading end of movement 
APPENDIX C - Continued

Train Accident Appendix C - 8 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

H307 Shoving movement, man on or at leading end of movement, failure to control 

H308 Skate, failure to remove or place 

H309 Failure to stretch cars before shoving 

H310 Failure to couple 

H311 Moving cars while loading ramp/hose/chute/cables/bridge plate, etc., not in proper position 

H312 Passed couplers (other than automated classification yard) 

H313 Retarder, improper manual operation 

H314 Retarder yard skate improperly applied 

H315 Portable derail, improperly applied 

H316 Manual intervention of classification yard automatic control system modes by operator 

H317 Humping or cutting off in motion equipment susceptible to damage, or to cause damage to other equipment 

H318 Kicking or dropping cars, inadequate precautions 

H399 Other general switching rules (Provide detailed description in narrative) 

Main Track Authority 

 

H401 Failure to stop train in clear 

H402 Motor car or on-track equipment rules, failure to comply 

H403 Movement of engine(s) or car(s) without authority (railroad employee) 

H404 Train order, track warrant, track bulletin, or timetable authority, failure to comply 

H405 Train orders, track warrants, direct traffic control, track bulletins, radio, error in preparation, transmission 

or delivery 

H406 Train orders, track warrants, direct traffic control, track bulletins, written, error in preparation, transmission 

or delivery 

H499 Other main track authority causes (Provide detailed description in narrative) 

Train Handling/Train Makeup 

H501 Improper train make-up at initial terminal 

H502 Improper placement of cars in train between terminals 

H503 Buffing or slack action excessive, train handling 

H504 Buffing or slack action excessive, train makeup 

H505 Lateral drawbar force on curve excessive, train handling 

H506 Lateral drawbar force on curve excessive, train makeup 

H507 Lateral drawbar force on curve excessive, car geometry (short car/long car combination) 

H508 Improper train make-up 

H509 Improper train inspection 

H510 Automatic brake, insufficient (H001) -- see note after cause H599 

H511 Automatic brake, excessive (H002) 

H512 Automatic brake, failure to use split reduction (H003) 

H513 Automatic brake, other improper use (H004) 

H514 Failure to allow air brakes to fully release before proceeding (H005) 

H515 Failure to properly cut-out brake valves on locomotives (H006) 

H516 Failure to properly cut-in brake valves on locomotives (H007) 

H517 Dynamic brake, insufficient (H009) 

H518 Dynamic brake, excessive (H010) 

H519 Dynamic brake, too rapid adjustment (H011) 

H520 Dynamic brake, excessive axles (H012) 

H521 Dynamic brake, other improper use (H013) 

H522 Throttle (power), improper use (H014) 

H523 Throttle (power), too rapid adjustment (H015) 
APPENDIX C - Continued

Train Accident Appendix C - 9 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

H524 Excessive horsepower (H016) 

H525 Independent (engine) brake, improper use (except actuation) (H023) 

H526 Failure to actuate off independent brake (H024) 

H599 Other causes relating to train handling or makeup (Provide detailed description in narrative) 

Note: The description of the causes for codes H510 through H526 were originally found in 

subgroup “Brakes, Use of.” It has been decided that these causes are more 

appropriate to the “Train Handling/Train Makeup” subgroup. Consequently, it 

was necessary to assign new codes in order to maintain the coding convention and to 

simplify grouping of causes by computer. The original code has been appended to 

the description to aid in data conversion. 

Speed 

 

H601 Coupling speed excessive 

H602 Switching movement, excessive speed 

H603 Train on main track inside yard limits, excessive speed 

H604 Train outside yard limits, in block signal or interlocking territory, excessive speed 

H605 Failure to comply with restricted speed in connection with the restrictive indication of a block or 

interlocking signal. 

H606 Train outside yard limits in nonblock territory, excessive speed 

H607 Failure to comply with restricted speed or its equivalent not in connection with a block or interlocking 

signal. 

H699 Speed, other (Provide detailed description in narrative) 

Switches, Use of 

 

H701 Spring Switch not cleared before reversing 

H702 Switch improperly lined 

H703 Switch not latched or locked 

H704 Switch previously run through 

H705 Moveable point switch frog improperly lined 

H706 Switch improperly lined, radio controlled

H707 Radio controlled switch not locked effectively (Human Error) 

H799 Use of switches, other (Provide detailed description in narrative) 

Cab Signals 

 

H821 Automatic cab signal, failure to comply 

H822 Automatic cab signal cut out 

H823 Automatic train-stop device cut out 

H824 Automatic train control device cut out 

H899 Other causes relating to cab signals (provide detailed description in narrative) 

Miscellaneous 

 

H991 Tampering with safety/protective device(s) 

H992 Operation of locomotive by uncertified/unqualified person 

H993 Human Factor - track 
APPENDIX C - Continued

Train Accident Appendix C - 10 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

Example: Track is inspected and an FRA defect is found; however, the track supervisor decides to 

delay repairs and does not slow order that location. A derailment occurs which is attributable to the 

defective track condition. 

Example: A railroad employee (or a contracted employee), while using a bulldozer to rerail cars, 

caused damage to the rail on an adjacent main track. A train passing on this adjacent main track 

derailed due to the damage caused by the bulldozer operated by the railroad employee (or an 

employee contracted by the railroad). 

H994 Human Factor - Signal installation or maintenance error (field) 

Example: A signal maintainer was servicing the signal system. It was later determined during the 

investigation of a rear-end collision that the signal maintainer made an installation/maintenance 

error resulting in an incorrect aspect being displayed in the wayside signal or cab signal. 

H99A Human Factor - Signal - Train Control - Installation or maintenance error (shop).

H99B Human Factor - Signal - Train Control - Operator Input On-board computer incorrect data entry.

H99C Human Factor - Signal - Train Control - Operator Input On-board computer incorrect data provided

H99D Computer system design error (non vendor)

H99E Computer system configuration/management error (non vendor)

H995 Human Factor - Motive power and equipment 

Example: A car inspector observes an obvious thin flange wheel that normally requires the car to be 

removed from service. However, because the train is ready to leave, he elects to leave in service. The 

wheel splits the next switch point and the car derails. 

H996 Oversized loads or Excess Height/Width cars, misrouted or switched.

H997 Motor car or other on-track equipment rules (other than main track authority) - Failure to Comply. 

H999 Other train operation/human factors (Provide detailed description in narrative) 

 

MISCELLANEOUS CAUSES NOT OTHERWISE LISTED 

Environmental Conditions 

 

M101 Snow, ice, mud, gravel, coal, sand, etc. on track 

M102 Extreme environmental condition - TORNADO 

M103 Extreme environmental condition - FLOOD 

M104 Extreme environmental condition - DENSE FOG 

M105 Extreme environmental condition - EXTREME WIND VELOCITY 

M199 Other extreme environmental conditions (Provide detailed description in narrative) 

Loading Procedures 

 

M201 Load shifted 

M202 Load fell from car 

M203 Overloaded car 

M204 Improperly loaded car 

M206 Trailer or container tiedown equipment improperly applied 

M207 Overloaded container/trailer on flat car

M208 Improperly loaded container/trailer on flat car 
APPENDIX C - Continued

Train Accident Appendix C - 11 Cause Codes

FRA Guide for Preparing Accident/Incident Reports

M299 Miscellaneous loading procedures (Provide detailed description in narrative) 

Highway-Rail Grade Crossing Accidents 

 

M301 Highway user impairment because of drug or alcohol usage (as determined by local authorities, e.g., police) 

M302 Highway user inattentiveness 

M303 Highway user misjudgment under normal weather and traffic conditions 

M304 Highway user cited for violation of highway-rail grade crossing traffic laws 

M305 Highway user unawareness due to environmental factors (angle of sun, etc.) 

M306 Highway user inability to stop due to extreme weather conditions (dense fog, ice or snow packed road, etc.) 

M307 Malfunction, improper operation of train activated warning devices 

M308 Highway user deliberately disregarded crossing warning devices

M309 Suicide (Highway-Rail Grade Crossing Accident)

M310 Attempted Suicide (Highway-Rail Grade Crossing Accident)

M399 Other causes (Provide detailed description in narrative) 

Unusual Operational Situations 

 

M401 Emergency brake application to avoid accident 

M402 Object or equipment on or fouling track (motor vehicle - other than highway-rail crossing) 

M403 Object or equipment on or fouling track (livestock) 

M404 Object or equipment on or fouling track - other than above (for vandalism, see code M503) 

M405 Interaction of lateral/vertical forces (includes harmonic rock off) 

M406 Fire, other than vandalism, involving on-track equipment 

M407 Automatic hump retarder failed to sufficiently slow car due to foreign material on wheels of car being 

humped 

M408 Yard skate slid and failed to stop cars 

M409 Objects such as lading chains or straps fouling switches 

M410 Objects such as lading chains or straps fouling wheels 

M411 Passed couplers (automated classification yard) 

Other Miscellaneous 

 

M501 Interference (other than vandalism) with railroad operations by non-railroad employee 

M502 Vandalism of on-track equipment, e.g., brakes released 

M503 Vandalism of track or track appliances, e.g., objects placed on track, switch thrown, etc. 

M504 Failure by non-railroad employee, e.g., industry employee, to control speed of car using hand brake 

M505 Cause under active investigation by reporting railroad (Amended report will be forwarded when reporting 

railroad’s active investigation has been completed.) 

M506 Track damage caused by non-railroad interference with track structure

M507 Investigation complete, cause could not be determined (When using this code, the narrative must include 

the reason(s) why the cause of the accident/incident could not be determined.) 

M509 Suicide (Other Miscellaneous) 

M510 Attempted suicide (Other Miscellaneous) 

M599 Other miscellaneous causes (Provide detailed description in narrative) 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX C - Continued 

Train Accident Appendix C - 12 Cause Codes

Definitions and Guidelines to support Train Accident Cause Codes

1. “Fixed Signal” 

A signal of fixed location indicating a condition affecting the movement of a train or 

engine. Note: The definition of a “Fixed Signal” covers such signals as switch, train 

order, block, interlocking, semaphore, disc, stop board, yard limit boards, direct traffic 

control signs, or other means for displaying indications that govern the movement of a 

train or engine. 

Codes H219 and H220 have been designed to capture accidents/incidents that result from 

fixed signals other than automatic block or interlocking signals. Events of this type 

would result from the improper display of, or failure to comply with, switch targets; train 

order signals that are not a part of the automatic block or interlocking signal system; 

semaphore signals; discs; stop boards at railroad crossings or other locations; and/or yard 

limit boards. Code H219 is to be used for improper display, and Code 220 for failure to 

comply. 
FRA Guide for Preparing Accident/Incident Reports 

Appendix D - 1 Employee Job Codes

APPENDIX D

Employee Job Codes 

EXECUTIVES, OFFICIALS, AND STAFF ASSISTANTS

101 Executives and General Officers President, Vice President, Asst. Vice President, Controller, 

 General Counsel, Treasurer, Director (head of 

subdepartment), General Supt., (subdept. head), Chief 

Engineer, General Manager (department or subdepartment 

head), Chief Medical Officer. 

 

102 Corporate Staff Managers Director (other than subdepartment head), Asst. Director, 

Asst. General Manager (not regional), Manager, Asst. 

Manager, Asst. Chief Engineer, Purchasing Agent, Asst. 

General Counsel, Superintendent (not division), Asst. to 

(corporate, executive or general officer), Executive Asst. 

(to corporate executive) Budget Officer. 

103 Regional and Division Officers’ Assistants Asst. General Manager, Asst. Regional Manager, General 

 and Staff Assistants Supt., Asst. to General Manager, Division Supt., Master 

Mechanic, District Engineer, Asst. Superintendent, Captain 

of Police, Division Engineer. 

104 Transportation Officers/Managers Trainmaster, Asst. Train Master, General Yardmaster, 

 General Road Foreman, Road Foreman, Asst. Road 

Foreman, Chief Power Supervisor (motive). 

100 Executives, Officials, and Staff Assistants Executives, Officials, and Staff Assistants not listed above. 

 (other) 

PROFESSIONAL AND ADMINISTRATIVE

201 Professionals (other than those reported in General Attorney, Asst. General Attorney, Attorney, 

 101 and 102) Commerce Counsel, Medical Officer, Surgeon, Company 

Surgeon, Engineer, Architect, Chief Chemist, Nurse, 

General Accountant, Corporate Accountant, Supervisor 

Programming, Senior Computer System Specialist, Senior 

System Analyst, Chief Draftsman. 

 

202 Subprofessionals Draftsman, Chemist, Asst. Chemist, X-ray Technician, 

Supervisor Estimating, Junior Engineer, Engineering 

Trainee, Photographer, Computer Programmer, Computer 

Analyst, Market Analyst, Pricing Analyst, Employment 

Supervisor, Research Analyst. 

203 Auditors, Traveling Auditors Traveling Auditor, Accounting Specialist Auditors, 

 Operations Traveling Auditors, Station Auditors. 
APPENDIX D - Continued 

Appendix D - 2 Employee Job Codes

FRA Guide for Preparing Accident/Incident Reports 

204 General & Administrative Supervisors General Supervisor, Supervisor, Chief Clerk, Office 

 Supervisor, Supervisor Administration Office Manager, 

Supervising Clerk, Head Clerk, Asst. Chief Clerk, 

Supervising Cashier, Division Supervisor, Regional 

Supervisor, Budget Supervisor, Administrative Supervisor, 

Manager of Materials, Administrative Asst. 

 

205 Sales & Traffic Representatives & Agents Freight Traffic Agent, Coal Traffic Agent, Sales 

 Representative, Freight Sales Representative, Freight 

 Traffic Representative, Passenger Sales Representative. 

 

206 Freight and Other Claims Agents and Claim Agent, Claim Investigator, Freight Claim Agent, 

 Investigators Freight Claim Investigator. 

 

207 Supervising & Chief Claim Agents Chief Claim Agent, Chief Freight Claim Agent, Asst. Chief 

 Claim Agent, Chief District Claim Agent, District Freight 

 Claim Agent, Chief Claim Investigator. 

 

208 Lieutenants & Sergeants of Police Police Lieutenant, Police Sergeant. 

209 Police Officers, Watcher and Guards Police Officer, Patrolman, Watchman, Guard. 

 (Except Crossing and Bridge) 

210 Inspectors (Except Maintenance of Way & Rules Examiner, Supervisor Rules, Safety Supervisor, 

 Equipment), Other Investigators, Examiners, Safety Inspector, Fire Marshall, Fire Chief, Instructor, 

 Instructors, and Other Agents (Except Supervisor Procedures, Supervisor Yard Procedures, Real 

 Station Agents) Estate Agent, Real Estate Supervisor, Tax Agent. 

 

211 Buyers, and Sales Agents Buyer, Asst. Buyer, Sales Agent, Asst. Sales Agent. 

 

212 Clerical Technicians and Clerical Specialists Lead Clerk, Staff Asst., (clerical, Statistician, Cashier, 

 Teller, Asst. Statistician, Rate Clerk, Pricing Clerk, 

 Computer Technician. 

 

213 Office Machine and Data Equipment Machine Operator, Clerk, Computer Operator, Keypunch 

 Operators Operator, Office Machine Technician. 

 

214 Secretaries, Stenographers, and Typists Secretary, Stenographer, Typists, Clerk Typists, Steno- 

 clerk. 

 

215 General and Other Clerks (excluding yard File Clerk, General Clerk, Bookkeeper, Ticket Clerk, 

 clerk and crew dispatcher) Records Clerk, Trace Clerk, Assignment Clerk, Personnel 

 Clerk, M O W Clerks, M of W Clerks. 

 

216 Telephone & Switchboard Operators Switchboard Operator, Chief Operator. 

 

217 Building & Office Attendants Elevator Operator, Elevator Starter, Janitor, Cleaner, 

 Porter. 

 

218 Messengers & Office Persons Messenger, Office Person. 

 

219 Motor Vehicle Operators Truck Driver, Bus Driver, Driver, Chauffeur. 
APPENDIX D - Continued 

Appendix D - 3 Employee Job Codes

FRA Guide for Preparing Accident/Incident Reports 

 

200 Professional and Administrative (other) Professional and Administrative not listed above. 

MAINTENANCE OF WAY AND STRUCTURES

301 Supervisors, Maintenance of Way, Roadmaster, Division Roadmaster, Supervisor Track, 

Structures, Communication & Signals Supervisor Bridge and Buildings, Supervisor 

Communications and Signals, Asst. Supervisor, 

General Foreman (MW&S), Asst., General Foreman 

(MW&S), Master Carpenter. 

302 Maintenance of Way, Structures, Chief Bridge & Building Inspector, Chief 

Communication and Signals, and Scale Inspectors Scale Inspector, Bridge & Building Inspector, 

Roadway Equipment Inspector, Track & Roadway 

Inspector, Instrument Man, Roadman, Chairman, 

Inspector Communications & Signals, Signal 

Inspector. 

303 Bridge and Building Gang Foreman Gang Foreman, Lead Workman. 

304 Bridge and Building Carpenters Carpenter. 

305 Bridge and Building Ironworkers Ironworker. 

306 Bridge and Building Painters Painter, Sign Painter. 

307 Masons, Bricklayers, Plasterers, and Plumbers Mason, Bricklayer, Plasterer, Plumber, Operator, 

Grinder, Welder (M of W). 

308 Bridge and Building Helpers and Apprentices Carpenter Helper, Ironworker Helper, Mason Helper, 

Plumber Helper, Painter Helper, Apprentice 

Carpenter, Apprentice Ironworker, Apprentice 

Mason, Plumber Apprentice, Apprentice Painter, 

Welder Helper. 

309 Bridge and Building Gang and Bridge and Bridge and Building Laborer. 

Building Dept. Laborers 

310 Track Gang Foreman (Extra Gang work Gang Foreman, Asst. Foreman. 

train laborers) 

311 Gang or Section Foreman Gang Foreman, Asst. Foreman, Section Foreman. 

312 Extra Gang Laborers Trackman, Fence Laborer. 

313 Section Laborers Track, Track and Roadway Section Laborer. 

 

314 Machine Operators Craneman, Portable Equipment Engineer, Portable 

Equipment Operator, Helper. 
APPENDIX D - Continued 

Appendix D - 4 Employee Job Codes

FRA Guide for Preparing Accident/Incident Reports 

315 Gang Foreman, Communications Gang Foreman, Asst. Gang Foreman, Lead 

 Signal Maintainer. 

316 Signalmen & Signal Maintainers Signalman, Signal Maintainer. 

317 Linemen, Groundmen, and Communications Electrical Worker (Lineman), Electrical Worker 

 Craftsman (Groundman Communications Maintainer). 

 

318 Assistant Signalmen and Assistant Signal Asst. Signalman, Asst. Signal Maintainer. 

 Maintainers 

 

319 Signal Helpers and Signal Maintainer Signalman Helper, Signal Maintainer Helper. 

 Helpers 

320 Camp Car Cooks Camp Car Cook, Camp Car Helpers. 

 

300 Maintenance of Way and Structures Maintenance of Way and Structures not listed above. 

 

MAINTENANCE OF EQUIPMENT AND STORES

401 Supervisors and General Foremen General Foreman Shop, General Foreman Engine house, 

 Maintenance of Equipment General Foreman Diesel Terminal, Asst. General Foreman 

(M of E). 

402 Supervisors and General Foremen, Materials Supervisor Materials, Asst. Supervisor, Materials, General 

 and Stores Foreman Stores, General Foreman Reclamation Plant, 

Asst. General Foreman. 

403 Equipment, Shop, Electrical Inspectors Chief Electrical Inspector, Chip Shop & Equipment 

 Inspector, Electrical Inspector, Inspector Diesel 

 Locomotive, Fuel Inspector. 

404 Materials and Supplies Inspectors Materials & Supplies Inspector, Chief Materials & 

 Supplies Inspector, Timber Inspector, Tie Inspector. 

405 Storekeeper Storekeeper, Assistant, Storekeeper, Materials Clerk, Store 

 Clerk. 

406 Gang Foremen, Maintenance of Equipment Gang Foreman. 

407 Blacksmith Blacksmith. 

408 Boilermakers Boilermaker. 

409 Carmen (Freight) Car Repairman, Car Inspector, Carman, Painter. 

410 Carmen (Other) Carman. 

411 Electrical Workers (A) Electrician, Electrical Worker. 

412 Electrical Workers (B) Crane Operator, Lead Dispatcher, Power Station Operator, 
APPENDIX D - Continued 

Appendix D - 5 Employee Job Codes

FRA Guide for Preparing Accident/Incident Reports 

 Asst. Power Director. 

413 Electrical Workers (C) Coal and Ore Elevator Operator (electrical), Grain 

 Elevator Operator (electrical). 

414 Machinists Machinist. 

415 Sheet Metal Workers Sheet Metal Worker. 

416 Skilled Trades, Helpers, Maintenance of Helper. 

Equipment and Stores 

417 Apprentices, Maintenance of Equipment and Apprentice, Helper Apprentice. 

 Stores 

418 Coach Cleaners Coach Cleaner. 

419 Laborers: Shops, Engine houses, and Power Laborer. 

 Plants 

420 Gang Foreman, Materials and Stores Gang Foreman. 

421 Equipment Operators and General Laborers, Laborer, Materials Handler, Equipment Operators, 

 Materials and Stores Machine Operators. 

422 Stationary Engineers Chief Engineer (Steam Plant), Engineer, Stationary 

 Engineer. 

423 Stationary Fireman Stationary Fireman, Power Equipment Operator, Helper, 

 Oiler. 

400 Maintenance of Equipment and Stores (other) Maintenance of Equipment and Stores not listed above. 

TRANSPORTATION, OTHER THAN TRAIN AND ENGINE

501 Transportation Supervisor and Chief Train Chief Train Dispatcher, Supervisor Train Operations, 

 Dispatcher Transportation Supervisor, Supervisor Train Operations, 

Supervisor Locomotive & Car Distribution, Asst. Chief 

Train Dispatcher. 

502 Train Dispatchers Train Dispatcher. 

503 Station, Freight and Passenger Agents Supervising Station Agent, Asst. Supervising Station 

 Agent, Station Agent, Freight Agent, Passenger Agent, 

Ticket Agent, Traveling Agent, Agent Operators. 

504 Chief Operators and Wire Chiefs Supervising Operator, Chief Operator, Asst. Supervising 

 Operator, Wire Chief. 

505 Clerk Operators, Towermen, Train Directors Clerk Operator, Block Operator, Operator, Towerman, 

 Train Directors. 
APPENDIX D - Continued 

Appendix D - 6 Employee Job Codes

FRA Guide for Preparing Accident/Incident Reports 

506 Station Masters and Asst., Supervising Station Master, Asst. Station Master, Supervising Baggage 

 Baggage Agents, Baggage Agents and Asst. Agent, Baggage Agent, Asst. Baggage Agent, Parcel 

 Room Agent. 

507 Baggage, Parcel Room and Station Attendants Baggage Attendant, Parcel Room Attendant, Station 

 Attendant, Gateman, Announcer, Station Usher, Red Cap, 

 Information Bureau Attendant. 

508 General and Assistant General Foremen, General Foreman, Asst. General Foreman. 

 Stations, Warehouses, Grain Elevators, and 

 Docks 

509 Gang Foremen, Stations, Warehouses, Grain Gang Foreman. 

 Elevators and Docks 

510 Grain Elevator and Dock Laborers Laborer. 

511 Station and Warehouse Laborers Loader, Sealer. 

 

512 Truckers (Station, Warehouse & Platforms). Trucker. 

 

513 Food and Lodging Manager, Supervisors Manager Lodging House, Restaurant Manager, Dining Car 

 Supervisor, Dining Car Steward. 

 

514 Transportation and Dining Service Inspectors Instructor Chef, Restaurant Inspectors, Freight Service 

 Inspector, Baggage Inspector. 

 

515 Waiters and Kitchen Helpers (Restaurant Waiter-in-charge, Waiter. 

 and Dining Car) 

 

516 Chefs and Cooks (Restaurant and Dining Car) Chef, Cook. 

 

517 Marine Officers and Workers and Shore Captain, Engineer, Mate, Deckhand, Oiler Purser, Boat 

 Workers Master, Fireman, Wharf Master, Able Seaman, 

 Baggageman, Boat Dispatcher. 

 

518 Train Attendants Porter, Buffet Lounge Attendant, Stewardess. 

 

519 Bridge Operators and Helpers Bridge Operator. 

 

520 Bridge and Crossing Flagman & Gateman Bridge Flagman, Crossing Gateman. 

 

521 Yard Clerks Yard Clerk, Yard Clerk Caller, Yard Demurrage Clerk, 

 Yard Dispatcher Clerk, Piggyback Clerk. 

 

522 Crew Dispatchers Crew Dispatcher, Crew Caller. 

 

523 Yardmaster & Asst. Yardmasters Yardmaster, Asst. Yardmaster. 

 

500 Transportation, Other Than Train and Transportation, Other Than Train and Engine not listed 

 Engine (others) above. 
APPENDIX D - Continued 

Appendix D - 7 Employee Job Codes

FRA Guide for Preparing Accident/Incident Reports 

 

TRANSPORTATION, TRAIN AND ENGINE

601 Switchtenders Switchtender. 

 

602 Car Retarder Operators and Ground Service Car Retarder Operator, Skatesman, Herder, Yard Pilot. 

 Employees 

 

603 Outside Hostlers Outside Hostler. 

 

604 Outside Hostler Helpers Outside Hostler Helper. 

 

605 Inside Hostler Inside Hostler. 

606 Road Passenger Conductors Passenger Conductor. 

 

607 Asst. Road Passenger Conductors and Ticket Asst. Passenger Conductor, Ticket Collector. 

 Collectors 

 

608 Road Freight Conductors (Through Freight). Freight Conductor, Work Train Conductor, (paid through 

 rate). 

 

609 Road Freight Conductors (Local and Way Freight Conductor, Work Train Conductor, (paid local 

 Freight) rate). 

610 Lead Passenger Baggageperson Baggageperson. 

 

611 Lead Passenger Brakemen and Flagmen Passenger Brakeman, Passenger Flagmen. 

 

612 Road Freight Brakemen and Flagmen Freight Brakeman, Freight Flagman, Work Train 

 (Through Freight) Brakeman (paid through rate). 

 

613 Road Freight Brakemen and Flagmen (Local Freight Brakeman, Freight Flagman, Work Train 

 and Way Freight) Brakeman, (paid local rate). 

 

614 Yard Conductors and Yard Foremen Yard Conductor, Yard Foreman. 

 

615 Yard Brakemen and Yard Helpers Yard Brakeman, Yard Helper. 

 

616 Road Passenger Engineers and Motormen Passenger Engineer, Motorman Operator. 

 

617 Road Freight Engineers (Through Freight). Freight Engineer, Work Train Engineer (paid through 

 rate). 

 

618 Road Freight Engineers (Local and Way Freight Engineer, Work Train Engineer (paid local rate). 

 Freight). 

 

619 Yard Engineers Yard Engineer. 

 

620 Road Passenger Firemen and Helpers Passenger Fireman. 

 
APPENDIX D - Continued 

Appendix D - 8 Employee Job Codes

FRA Guide for Preparing Accident/Incident Reports 

621 Road Freight Firemen and Helpers, Freight Fireman. 

 (Through Freight) 

622 Road Freight Fireman and Helpers, (Local Freight Fireman. 

 and Way Freight) 

 

623 Yard Firemen and Helpers Yard Fireman. 

630 Remote Control Locomotive Operator - Person operating remote control locomotive at the 

 Operating time of the injury regardless of any other job title. 

 

631 Remote Control Locomotive Operator - Not Person carrying remote control locomotive device at the 

 Operating time of the injury regardless of any other job title. 

 

600 Transportation, Train and Engine (other) Transportation, Train and Engine not listed above. 
FRA Guide for Preparing Accident/Incident Reports 

Appendix E - 1 Injury and Illness Codes

APPENDIX E

Injury and Illness Codes 

INJURIES

Use the codes on this page to identify the nature and body part affected for both fatal and 

nonfatal injuries. For example, a broken collarbone would be recorded as “706E.” When an 

individual has sustained multiple injuries, the most severe of these is to be identified. If the 

injuries are of equal severity, for example, cuts or abrasions on arms and legs, then the multiple 

location code “8” may be used. 

NATURE OF INJURY CODES

10 Bruise or contusion 

13 Crushing injury 

20 Sprain or strain 

30 Cut/laceration or abrasion

35 Puncture wound (other than needle stick) 

36 Needle stick 

40 Electrical shock or burn 

50 Other burns 

60 Dislocation 

70 Fracture (broken bone) 

71 Rupture/tear, e.g., tendon, cartilage (for hernia, 

 use code 92) 

72 Gunshot/knife wounds 

74 Animal/snake/insect bite 

75 Dental related 

80 Amputation 

90 FATALLY INJURED 

91 Foreign object in eye 

92 Hernia 

93 Concussion/closed head injury

94 Nervous shock (injury related) 

95 Internal injury 

96 Loss of eye 

97 Reaction from one-time external 

 exposure to chemicals, e.g., solvents, creosote. 

98 Symptoms due to one-time exposure to loud 

 noise, e.g., an explosion 

9A Symptoms due to one-time inhalation exposure to 

 airborne contamination that does not exceed a 

 single duty tour and without long term or 

 permanent consequences 

9B Medical removal (under OSHA medical 

 surveillance requirements) 

99 All other injuries 

LOCATION OF INJURY CODES

1 Arm or hand: 

 A - upper arm

 B - elbow 

 C - lower arm 

 D - wrist 

 E - hand (general) 

 F - thumb/fingers 

 G - finger/thumb nail(s) 

5 Head or face: 

 A - eye 

 G - eye area (not eyeball), e.g., eye lid 

 B - ear and surrounding area 

 C - nose 

 D - mouth/teeth 

 E - skull/scalp 

 F - neck/throat 

 H - jaw/chin 

 I - cheek 

 J - forehead 

 K - intracranial 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX E - Continued

Appendix E - 2 Injury and Illness Codes

3 Leg or foot: 

 A - upper leg 

 B - knee 

 C - lower leg 

 D - ankle 

 E - heel 

 F - toes 

 G - foot (general) 

6 Torso:

 A - spine/spinal cord 

 B - upper back 

 C - lower back 

 D - shoulder (includes rotator cuff) 

 E - collar bone 

 F - ribs/sternum 

 G - internal injuries

 H- external injuries - other 

 I - hips/buttocks/pelvis 

 J - genitalia/groin area 

 K - abdomen 

 L - chest 

8 Injuries to multiple body 9 Other body parts

 parts of relatively 

 equal severity

OCCUPATIONAL ILLNESS CODES

Occupational Skin Diseases or Disorders

1101 Dermatitis (inflammation of the skin) 

 

1102 Eczema - inflammation of the skin characterized by the formation of vesicles (blisters) which may be 

either acute or chronic 

 

1103 Rash caused by primary irritants and sensitizers or poisonous plants 

 

1104 Oil acne - sometimes known as oil folliculitis, it is an inflammation of the hair follicles caused by 

depositing of oil into them, resulting in inflammation, swelling, redness and pus formation 

 

1105 Chrome ulcers - pitted sores of the skin that are slow or resistant to healing, caused by exposure to 

chromium salts 

 

1107 Other occupational skin diseases or disorders 

 

1109 DEATH resulting from occupational skin diseases or disorders

Dust Diseases of the Lungs (Pneumoconioses)

1111 Silicosis - caused by the depositing of dust containing free silica into the lung 

 

1112 Asbestosis - caused by the presence of asbestos in the lung 

1113 Coal worker's pneumoconiosis (formerly known as black lung) - caused by the depositing of coal dust 

in the lung 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX E - Continued

Appendix E - 3 Injury and Illness Codes

1114 Byssinosis (formerly known as brown lung) - caused by the depositing of cotton dust in the lung 

 

1115 Pneumoconioses, other. Other lung diseases characterized by the presence of dust in the lungs and the 

lungs reaction to that dust. 

 

1119 DEATH resulting from dust diseases of the lungs 

 

Respiratory Conditions Due to Toxic Agents

1121 Pneumonitis - inflammation of the lungs 

 

1122 Pharyngitis - inflammation of the throat 

 

1123 Rhinitis - inflammation of the nose 

 

1124 Acute congestion due to chemicals, dust, gases, or fumes 

 

1125 Farmers lung 

 

1126 Other respiratory conditions due to toxic agents 

1129 DEATH resulting from respiratory conditions due to toxic agents 

 

Poisoning (Systemic Effects of Toxic Materials)

1131 Poisoning by lead, mercury, cadmium, arsenic, or other metals 

 

1132 Poisoning by carbon monoxide, hydrogen sulfide or other gases 

 

1133 Poisoning by benzol, carbon tetrachloride, or other organic solvents 

 

1134 Poisoning by insecticide sprays such as parathion, lead arsenate 

 

1135 Poisoning by chemicals such as formaldehyde, plastics and resins 

 

1136 Other poisoning due to the systemic effects of toxic materials 

 

1139 DEATH resulting from poisoning 

Disorders Due to Physical Agents (Other than Toxic Materials 

1141 Heat stroke/sun stroke - serious heat-related condition in which the patient often stops sweating and 

experiences a marked rise in core temperature
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX E - Continued

Appendix E - 4 Injury and Illness Codes

 

1142 Effects of ionizing radiation - refers to the various effects of ionizing radiation, e.g. gamma rays or xrays 

 

1143 Effects of non-ionizing radiation - refers to the effects of electro-magnetic radiation, e.g., radio waves, 

microwaves, welding flash, ultraviolet rays of the sun, etc. 

 

1144 Heat exhaustion - heat-related condition of moderate degree which, if not treated, may lead to heat 

stroke. 

 

1145 Freezing/frostbite - freezing of tissue with disruption of the blood supply 

 

1146 Other disorders due to physical agents other than toxic materials 

 

1149 DEATH resulting from physical agents (other than toxic materials)

Disorders Due to Repeated Trauma

1151 Noise-induced hearing loss - a standard threshold shift (STS). An STS is a change in hearing noiseinduced hearing loss. If an employee’s hearing test (audiogram) reveals that the employee has 

experienced a work-related STS in hearing in one or both ears, and the employee’s total hearing level is 

25 decibels (dB) or more above audiometric zero (averaged at 2000, 3000, and 4000 Hz) in the same 

ear(s) as the STS, you must report the case on Form FRA F 6180.55a. 

 A standard threshold shift, or STS, is defined in the occupational noise exposure standard at 29 CFR 

1910.95(g)(10)(i) as a change in hearing threshold, relative to the baseline audiogram for that employee, 

of an average of 10 dB or more at 2000, 3000, and 4000 Hz in one or both ears. 

 STS. If the employee has never previously experienced a recordable hearing loss, you must compare 

the employee’s current audiogram with that employee’s baseline audiogram. If the employee has 

previously experienced a recordable hearing loss, you must compare the employee’s current audiogram 

with the employee’s revised baseline audiogram (the audiogram reflecting the employee’s previous 

recordable hearing loss case). 

 25-dB loss. Audiometric test results reflect the employee’s overall hearing ability in comparison to 

audiometric zero. Therefore, using the employee’s current audiogram, you must use the average 

hearing level at 2000, 3000, and 4000 Hz to determine whether or not the employee’s total hearing level 

is 25 dB or more. 

 

 See additional instructions in Chapter 6. 

1152 Synovitis - inflammation of the membrane around a joint or other musculoskeletal element 

1153 Tenosynovitis - inflammation of the tendon (fibrous tissue that connects the muscle to a bone) or the 

membrane that surrounds it, e.g., epicondylitis or tendinitis. 

1154 Bursitis - inflammation of the bursa (a membranous pouch that is used for cushioning the joints 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX E - Continued

Appendix E - 5 Injury and Illness Codes

1155 Raynaud’s phenomena - a symptom complex usually related to poor circulation of an extremity 

characterized by loss of feeling, blanching (whitening) and coolness of the part, typically a finger, toe, 

hand, or foot 

1156 Carpal tunnel syndrome 

1157 Other conditions associated with repeated motion, vibration, pressure, or repeated trauma. 

1159 DEATH resulting from repeated trauma

Other Occupational Illnesses Not Listed above 

1191 Anthrax - bacterial disease, typically spread from infected animals to humans 

 

1192 Brucellosis - an infectious bacterial disease spread by contact with the tissues, blood, urine or fetuses of 

contaminated animals 

1193 Infectious hepatitis (also known as hepatitis A) - infection of the liver, characterized by fever, 

abdominal pain, loss of appetite and in severe cases, jaundice 

 

1194 Malignant tumors - tumors which spread beyond their original boundaries to distant organs and will 

generally result in death if not treated 

1195 Benign tumors - tumors that do not spread beyond the original tumor mass except through local growth 

and do not pose the same risk of distant spread, disease, and death as seen in malignant tumors 

 

1196 Stress related (determined by a qualified health care professional) 

1197 Histoplasmosis/Coccidiomycosis - fungal infectious diseases 

119E Emotional Trauma/nervous shock 

1198 All other occupational illnesses other than those classified above 

1199 DEATH resulting from other occupational illnesses 

 
FRA Guide for Preparing Accident/Incident Reports 

Appendix F - 1 Circumstance Codes

APPENDIX F

Circumstance Codes 

1. Physical Act (Page F-2) 

2. Location - Parts I, II, and III (Page F-4) 

3. Event (Page F-6) 

4. Tools, Machinery, Appliances, Structures, Surfaces, etc. (Page F-8) 

5. Probable Reason for Injury/Illness (Page F-10)

A complete record of all of factors associated with an injury or illness would be beneficial in 

prevention analysis. However, it is not practical, even if it were possible, to develop forms and 

codes that would capture every detail that may be associated with each incident. When selecting 

circumstance codes, use a combination that best identifies the key factors without duplicating 

information identified by another code. The narrative portion of the report is to be used to 

provide additional information concerning those items that cannot be adequately described on the 

coded portions of the form. 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX F - Continued 

Appendix F - 2 Circumstance Codes

PHYSICAL ACT CIRCUMSTANCE CODES

(What was the person doing when hurt?)

Select one of these codes and enter in Form F6180.55a, 5j. Physical Act.

01 Adjusting coupler 

02 Adjusting drawbar 

03 Adjusting, other 

04 Applying rail anchor/fastener 

B3 Arresting/apprehending/subduing 

A2 Ascending 

05 Bending, stooping 

06 Carrying

07 Chaining, cabling car or locomotive 

08 Cleaning/scrubbing 

09 Climbing over/on 

10 Closing 

13 Coupling air hose 

11 Coupling electric cables 

12 Coupling steam hose 

16 Crossing between 

15 Crossing or crawling under 

14 Crossing over 

17 Cutting rail

18 Cutting vegetation 

19 Cutting, other 

77 Derail, applying 

79 Derail, other 

78 Derail, removing 

A3 Descending 

20 Digging, excavating 

21 Driving (motor vehicle, forklift, etc.) 

A4 Exercising 

22 Flagging 

23 Fueling 

A5 Getting in 

A6 Getting out 

25 Getting off 

24 Getting on 

26 Grinding 

74 Handbrakes, applying 

75 Handbrakes, releasing 

76 Handbrakes, other 

27 Handling baggage 

28 Handling car parts 

30 Handling locomotive parts 

29 Handling material, general 

33 Handling other track material/supplies 

34 Handling poles 

37 Handling rail 

35 Handling tie plates 

36 Handling ties 

31 Handling wheels/trucks 

32 Handling, other 

A7 Hauling

38 Inspecting 

39 Installing 

40 Jumping from 

41 Jumping onto 

42 Laying 

44 Lifting equipment (tools, parts, etc.) 

43 Lifting other material 

45 Lining switches 

46 Lining, other 

47 Loading/unloading 

B6 Lying down 

48 Maintaining/servicing 

A8 Moving 

49 Opening 

50 Opening/closing angle cock 

51 Operating 

53 Pulling 

52 Pulling pin lifter/operating uncoupling lever 

54 Pushing 

55 Reaching 

56 Removing rail anchors/fasteners 

57 Repairing 

A1 Replacing 

58 Riding 

59 Running 

B2 Sanding 

B1 Servicing 

60 Sitting 

B4 Sleeping 

61 Spiking (installation/removal) 

62 Standing 

B5 Stepped on 

80 Stepping across (passenger cars) 

63 Stepping up 

64 Stepping down 

65 Stepping over 
FRA Guide for Preparing Accident/Incident Reports 

 

APPENDIX F - Continued 

Appendix F - 3 Circumstance Codes

PHYSICAL ACT CIRCUMSTANCE CODES 

(Continued from previous page)

66 Uncoupling air hose 

68 Uncoupling electric cables 

67 Uncoupling steam hose 

69 Using hand signals 

70 Using hand tool 

71 Using, other 

72 Walking 

A9 Washing 

73 Welding (includes field welding) 

99 Other (Narrative must be provided) 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX F - Continued 

Appendix F - 4 Circumstance Codes

LOCATION CIRCUMSTANCE CODES

Select one code from each part and enter in Form F6180.55a, 5k. Location. Enter Part I followed 

by Part II, then Part III. 

Part I of Code

Did A/I occur on or near rail right of way? If so, select code that best describes the type of track.

A Main/branch 

B Yard 

C Siding 

D Industry 

E Repair 

Y Other track (explain in narrative) 

If A/I did not occur on or near rail right of way, select code that best describes the location.

F Restroom

G Break/lunch room 

H Freight terminal 

J Highway/roadway 

K Loading dock 

L Lodging facility 

M Office environment 

N Parking lot 

P Passenger terminal 

Q Repair shop

R Storage facility 

S Sidewalk/walkway 

T Other, (off site location) 

U Airport/Airplane

V Freight terminal

W Private property

Z Other location (describe in narrative) 

Part II of Code

If A/I involved rail equipment, select code that best describes type of equipment involved.

01 Camp car - moving 

02 Camp car - standing 

06 Freight car(s) - moving 

05 Freight car(s) - standing

03 Freight train - moving 

04 Freight train - standing 

07 Hy-rail/other inspection vehicle - moving 

08 Hy-rail/other inspection vehicle - standing 

09 Locomotive(s), not remote controlled - standing 

10 Locomotive(s), not remote controlled - moving 

18 Locomotive(s), remote control - moving 

17 Locomotive(s), remote control - standing 

12 Maintenance of way equipment - moving 

11 Maintenance of way equipment - standing 

15 Passenger car(s) - moving 

16 Passenger car(s) - standing 

14 Passenger train - moving 

13 Passenger train - standing 

49 Other on-track equipment - moving

50 Other on-track equipment - standing 

Other self-propelled equipment, or equipment used in 

transportation 

51 Automobile 

65 Bus 

52 Crane, hoists, etc. 

53 Excavating machinery 

54 Grading/surfacing machinery 

55 Loaders, forklifts, tractor, etc 

64 Motorcycle 

56 Off road vehicle - industrial 

57 Off road vehicle - recreational 

58 Other construction type equipment 

98 Other equipment (explain in narrative) 

97 Other operated equipment (explain in narrative) 

59 Taxi/commercial vehicle 

66 Tractor 

60 Truck 

62 Van (passenger) 

61 Van (utility) 

63 Water vehicle, ship, boat, barge, etc. 

99 The A/I was not associated with on-track equipment or 

 any listed vehicle type 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX F - Continued 

Appendix F - 5 Circumstance Codes

Part III of Code

Select the code that best identifies the location of the person whose injury/illness is being reported.

A1 Alongside of on-track equipment - on ground 

G2 Area between Coupled Car and Platform 

G3 Area along Car Body, other than Threshold Plate 

 and Platform Edge 

AA At freight terminal 

D1 At lodging facility 

A2 At work station 

A5 Between cars/locomotives

A7 Car, in (rail car) 

G4 Car in Vestibule 

B8 Car, on end of (rail car) 

B6 Car, on side of (rail car) 

CA Car, on top of (rail car) 

C7 Car, under (rail car) 

CC Depot 

D5 In airport 

D6 In airplane 

E2 In building 

AC In cafeteria/lunch room 

A8 In elevator 

D7 In hotel room 

E3 In restroom 

B1 In tower 

B2 In tunnel 

A9 In/operating vehicle 

A6 Locomotive, in cab or on walkways 

C9 Locomotive, on top of 

C6 Locomotive, other location 

C8 Locomotive, under 

B3 On bridge/trestle 

CD On elevated work station 

C3 On escalator 

D2 On highway/street 

B4 On highway-rail crossing 

C5 On ladder 

B5 On other rail crossing 

E1 On parking lot 

C2 On platform 

B9 On pole/signal mast 

D3 On private property 

C1 On scaffold 

D4 On sidewalk/walkway 

C4 On stairs 

CE On station platform 

AB On tower 

CB On top of equipment, other than ontrack equipment 

G1 Rail Car Door Threshold Plate to Edge of Platform-Gap 

A3 Track, beside 

A4 Track, between 

B7 Track, on

X9 Other location (describe in narrative) 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX F - Continued 

Appendix F - 6 Circumstance Codes

EVENT CIRCUMSTANCE CODES

Select one of these codes and enter in Form F6180.55a, 5l. Event.

01 Aggravated pre-existing condition 

02 Apprehending/removing from property 

04 Assaulted by coworker 

03 Assaulted by other 

06 Bitten by animal 

05 Bitten/stung by bee, spider, other insect 

74 Blowing/falling debris 

07 Bodily function/sudden movement, e.g., 

 sneezing, twisting 

72 Bumped 

73 Burned 

81 Caught Between Equipment 

79 Caught Between Machinery 

82 Caught Between Material 

08 Caught in or compressed by hand tools 

09 Caught in or compressed by other machinery 

12 Caught in or compressed by powered hand tools 

10 Caught in or crushed by materials 

11 Caught in or crushed in excavation, land slide, 

 cave-in, etc. 

68 Caught, crushed, pinched, other. 

13 Cave in, slide, etc. 

16 Climatic condition, exposure to environmental 

 cold 

15 Climatic condition, exposure to environmental 

 heat 

14 Climatic conditions, other (e.g., high winds) 

17 Collision - between on track equipment 

18 Collision/impact - auto, truck, bus, van, etc. 

19 Committing vandalism/theft 

20 Defective/malfunctioning equipment 

21 Derailment 

23 Electrical shock due to contact with 3rd rail, 

 catenary, pantograph 

25 Electrical shock from hand tool 

22 Electrical shock while operating welding 

 equipment 

24 Electrical shock, other 

27 Exposure to chemicals - external 

26 Exposure to fumes - inhalation 

30 Exposure to noise - single incident 

29 Exposure to noise over time 

28 Exposure to poisonous plants 

31 Exposure to welding light 

32 Highway-rail collision/impact 

33 Horseplay, practical joke, etc. 

34 Lost balance 

35 Missed handhold, grabiron, step, etc. 

36 Needle puncture/prick/stick 

69 On track equipment, other incidents 

37 Other impacts - on track equipment 

38 Overexertion 

41 Pushed/shoved from 

39 Pushed/shoved into/against 

40 Pushed/shoved onto 

43 Ran into object/equipment 

42 Ran into on-track equipment 

46 Repetitive motion - tools 

45 Repetitive motion - typing, keyboard, etc. 

44 Repetitive motion - work processes 

47 Repetitive motion - other 

48 Rubbed, abraded, etc. 

49 Shot 

50 Slack action, draft, compressive buff/coupling 

80 Slack adjustment during switching operation 

52 Slipped, fell, stumbled, etc. due to climatic 

 condition (rain, snow, ice, etc.) 

51 Slipped, fell, stumbled, etc. due to irregular 

 surface, e.g., depression, slope, etc. 

54 Slipped, fell, stumbled, etc. due to object, 

 e.g., ballast, spike, material, etc. 

53 Slipped, fell, stumbled, etc. on oil, grease, other 

 slippery substance 

70 Slipped, fell, stumbled, other 

55 Stabbing, knifing, etc. 

56 Stepped on object 

61 Struck against object 

77 Struck by other remote control locomotive- 

 controlled equipment 

76 Struck by own remote control locomotive- 

 controlled equipment 

60 Struck by falling object 

58 Struck by object 

59 Struck by on-track equipment 

57 Struck by thrown or propelled object 

62 Sudden release of air 
FRA Guide for Preparing Accident/Incident Reports 

Appendix F - 7 Circumstance Codes

FRA Guide for Preparing Accident/Incident Reports 

 

APPENDIX F - Continued 

EVENT CIRCUMSTANCE CODES

(Continued from previous page)

75 Sudden/Unexpected Movement of tools 

63 Sudden/unexpected movement of material 

64 Sudden/unexpected movement of on-track 

 equipment 

65 Sudden/unexpected movement of vehicle 

71 Sudden, unexpected movement, other 

66 Sustained viewing 

67 Thrill seeking 

99 Other (describe in narrative) 
Appendix F - 8 Circumstance Codes

FRA Guide for Preparing Accident/Incident Reports 

APPENDIX F - Continued 

 TOOLS, MACHINERY, APPLIANCES, STRUCTURES, SURFACES, ETC.

CIRCUMSTANCE CODES

Select one of these codes and enter in Form F6180.55a, 5m. Tools.

59 Anchor 

7F Animal, insect, reptile 

01 Baggage 

02 Ballast, stones, etc. 

61 Bed 

03 Boring tools 

67 Box 

80 Brakeshoe 

04 Bridge/trestle 

44 Cable 

05 Caboose 

7E Chains, straps, tie down devices. 

34 Chair/seat 

46 Chemicals, fumes, etc. 

35 Chock 

7H Compressor 

7C Computer equipment 

06 Coupler 

83 Crane 

07 Cutting tools 

08 Derail 

09 Door 

1G Door, End or Side-Passenger Train 

2G Door, Trap-Passenger Train 

45 Electrical connections, wiring, etc. 

10 End of train device 

11 Floor 

63 Food 

12 Fusees/torpedoes 

13 Grabiron 

14 Ground 

15 Hand tools, digging, e.g., shovels, picks, etc. 

16 Hand tools, gripping, e.g., pliers, tongs, clamps 

17 Hand tools, striking & nailing, e.g., hammers, 

 mallets 

8F Hand tools, other 

37 Handbrake 

18 Highway, street, road 

19 Hose 

56 Hose connections 

20 Inspection Pit 

21 Jack 

8K Knuckle 

22 Ladder 

40 Lever 

51 Locomotive cab Door(s) 

89 Locomotive cab floor 

90 Locomotive cab seat 

52 Locomotive cab electric locker doors 

53 Locomotive car-body doors 

50 Locomotive fire extinguisher 

47 Locomotive horn 

54 Locomotive radios 

48 Locomotive refrigerator 

49 Locomotive toilet 

82 Locomotive, other 

7A Luggage 

84 MOW equipment 

66 Motor 

7K Motor vehicle, non rail 

7J Needle, syringe,sharps 

23 Office equipment 

7G Plants, trees, foliage, etc. 

43 Platform 

24 Power tools 

25 Pry bar 

26 Rail bike 

64 Refrigerator 

8N Remote control transmitter 

91 Repair shop-MOW 

85 Repair shop-locomotive 

86 Repair shop-Car 

88 Rock, other than ballast 

60 Signal equipment (gates, poles, gaffs, etc.) 

57 Soap 

38 Spike, tie plates, rail fasteners, etc 

27 Stair step 

36 Step/stirrup, equipment 

65 Stove 

28 Switch 

87 Switch machine 

29 Tie 

62 Toilet 

30 Torch, acetylene, gas, etc. 

81 Track (Rail) 

58 Traction motor 
FRA Guide for Preparing Accident/Incident Reports 

Appendix F - 9 Circumstance Codes

FRA Guide for Preparing Accident/Incident Reports 

APPENDIX F - Continued 

TOOLS, MACHINERY, APPLIANCES, STRUCTURES, SURFACES, ETC.

CIRCUMSTANCE CODES

(Continued from previous page)

31 Trailer/container on flat car (TOFC, COFC)

7L Weapon 

32 Welder - electric 

7M Welder/torch, other 

33 Window 

99 Other (describe in narrative) 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX F – Continued 

Appendix F - 10 Circumstance Codes

PROBABLE REASON FOR INJURY/ILLNESS CIRCUMSTANCE CODES

Select one of these codes and enter in Form F6180.55a, 5n. Cause. 

CONVENTIONAL OPERATIONS

01 Environmental 

02 Safety equipment not worn or in place 

03 Procedures for operating/using equipment not 

 followed 

04 Equipment 

05 Signal

06 Track 

07 Impairment, substance use 

08 Impairment, physical condition, e.g., fatigue 

09 Human factor 

10 Trespassing 

11 Object fouling track 

12 Outside caused (e.g., assaulted/attacked) 

13 Lack of communication 

14 Slack adjustment during switching operation 

15 Insufficient training 

16 Failure to provide adequate space between 

 equipment during switching operation 

17 Close or no clearance 

18 Slipped, fell, stumbled due to Passenger Station 

 Platform Gap 

19 Act of God 

99 Undetermined 

REMOTELY CONTROLLED LOCOMOTIVE(S) ENVIRONMENT

21 Environmental, related to using RCL 

22 Safety equipment not worn or in place, related to 

 using RCL 

23 Procedures for operating/using equipment not 

 followed, related to using RCL 

24 Equipment, related to using RCL 

25 Signal, related to using RCL 

26 Track, related to using RCL 

27 Impairment, substance use, related to using RCL 

28 Impairment, physical condition, e.g., fatigue, 

 related to using RCL 

29 Human factor, related to using RCL 

31 Trespassing, related to using RCL 

R1 Object fouling track, related to using RCL 

R2 Outside caused (e.g., assaulted/attacked), related 

 to using RCL 

R3 Lack of communication, related to using RCL 

R4 Slack adjustment during switching operation, 

 related to using RCL 

R5 Insufficient training, related to using RCL 

R6 Failure to provide adequate space between 

 equipment during switching operation, related to 

 using RCL 

R7 Close or no clearance, related to using RCL 

R8 Act of God, related to using RCL 

39 Undetermined, related to using RCL 

41 Environmental, unrelated to using RCL 

42 Safety equipment not worn or in place, unrelated 

 to using RCL 

43 Procedures for operating/using equipment not 

 followed, unrelated to using RCL 

44 Equipment, unrelated to using RCL 

45 Signal, unrelated to using RCL 

46 Track, unrelated to using RCL 

47 Impairment, substance use, unrelated to using 

 RCL 

48 Impairment, physical condition, e.g., fatigue, 

 unrelated to using RCL 

49 Human factor, unrelated to using RCL 

50 Trespassing, unrelated to using RCL 

U1 Object fouling track, unrelated to using RCL 

U2 Outside caused (e.g., assaulted/attacked), 

 unrelated to using RCL 

U3 Lack of communication, unrelated to using RCL 

U4 Slack adjustment during switching operation, 

 unrelated to using RCL 

U5 Insufficient training, unrelated to using RCL 

U6 Failure to provide adequate space between 

 equipment during switching operation, unrelated 

 to using RCL 

U7 Close or no clearance, unrelated to using RCL 

U8 Act of God, unrelated to using RCL 

59 Undetermined, unrelated to using RCL
Appendix G - 1 FRA Regional Offices

FRA Guide for Preparing Accident/Incident Reports 

 

APPENDIX G

FRA Regional Offices and Headquarters 

REGION OFFICE PHONE

 I (617) 494-2302 

Regional Administrator 

Federal Railroad Administration 

55 Broadway - Room 1077 

Cambridge, MA 02142 

 II (610) 521-8200 

Regional Administrator 

Federal Railroad Administration 

Baldwin Tower, Suite 660 

1510 Chester Pike 

Crum Lynne, PA 19022 

 III (404) 562-3800 

Regional Administrator 

Federal Railroad Administration 

61 Forsyth Street, SW - Suite 16T20 

Atlanta, GA 30303-3104 

 IV (312) 353-6203 

Regional Administrator 

Federal Railroad Administration 

200 West Adams Street 

Chicago, IL 60606 

 V (817) 862-2200 

Regional Administrator 

Federal Railroad Administration 

4100 International Plaza, Suite 450 

Fort Worth, TX 76109-4820 

 VI (816) 329-3840 

Regional Administrator 

Federal Railroad Administration 

Department of Transportation Building 

901 Locust Street - Suite 464 

Kansas City, MO 64106 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX G – Continued 

Appendix G - 2 FRA Regional Offices

REGION OFFICE PHONE 

 VII (916) 498-6540 

Regional Administrator 

Federal Railroad Administration 

801 I Street - Suite 466 

Sacramento, CA 95814 

 VIII (360) 696-7536 

Regional Administrator 

Federal Railroad Administration 

500 Broadway, Suite 240 

Vancouver, WA 98660 

FRA HEADQUARTERS

Office of Safety Analysis (RRS-22) (202) 493-6287 

Federal Railroad Administration 

 U.S. Department of Transportation 

 West Building 3rd Floor, Room W33-437 

 1200 New Jersey Avenue, SE 

Washington, DC 20590 

SAFETEAM@FRA.DOT.GOV 

For updates to FRA Regional Offices, Contact Information, refer to: www.fra.dot.gov/us/content/3, and 

click on "regional offices". 
FRA Guide for Preparing Accident/Incident Reports 

Appendix H - 1 Forms

APPENDIX H

Forms 

Form FRA F 6180.54 Rail Equipment Accident/Incident Report 

 Form FRA F 6180.55 Railroad Injury and Illness Summary

Form FRA F 6180.55a Railroad Injury and Illness Summary 

(Continuation Sheet) 

Form FRA F 6180.56 Annual Railroad Report of Employee Hours and 

Casualties, by State

Form FRA F 6180.57 Highway-Rail Grade Crossing Accident/Incident 

Report 

Form FRA F 6180.78 Notice to Railroad Employee Involved in Rail 

Equipment Accident/Incident Attributed to Employee 

Human Factor 

Employee Statement Supplementing Railroad Accident 

Report 

Form FRA F 6180.81 Employee Human Factor Attachment

Form FRA F 6180.97 Initial Rail Equipment Accident/Incident Record

 Form FRA F 6180.98 Railroad Employee Injury and/or Illness Record

Form FRA F 6180.107 Alternative Record for Illnesses Claimed to be 

Work-Related 

Form FRA F 6180.150 Highway User Injury Inquiry Form
1. Name of Reporting Railroad 1b. Railroad Accident/Incident No.

 3. Name of Railroad or Other Entity Responsible for Track Maintenance (single entry)

 7. Type of Accident/

 Incident (single 

 entry in code box) 

 8. Cars Carrying 

 HAZMAT

14. Milepost (to 

nearest tenth)

 9. HAZMAT Cars

 Damaged/Derailed

 Code

 17. Temperature (F)

(Specify if minus)

1a. Alphabetic Code

18. Visibility (single entry)

 2b. Railroad Accident/Incident No. 2. Name of Other Railroad or Other Entity with Consist Involved 2a. Alphabetic Code

3a. Alphabetic Code 3b. Railroad Accident/Incident No.

4. U.S. DOT Grade Crossing Identification Number 5. Date of Accident/Incident 6. Time of Accident/Incident

AM PM month day year

1. Derailment

2. Head on collision

3. Rear end collision

4. Side Collision

5. Raking collision

6. Broken train collision

7. Hwy-rail crossing

8. RR grade crossing

9. Obstruction

10. Explosion-detonation

11. Fire/violent rupture

12. Other impacts

13. Other 

(describe in 

 narrative)

 10. Cars Releasing 

 HAZMAT

 11. People

 Evacuated

12. Subdivision

13. Nearest City/Town 15. State 

 Abbr.

16. County

o

 F 1. Dawn 3. Dusk

2. Day 4. Dark

Code 19. Weather (single entry)

1. Clear 3. Rain 5. Sleet

2. Cloudy 4. Fog 6. Snow

Code 20. Type of Track Code

1. Main 3. Siding 

2. Yard 4. Industry 

21. Track Name/

 Number

22. FRA Track 

 Class (1-9, X)

Code 23. Annual Track

 Density (gross 

tons in millions)

24. Time Table Direction

1. North 3. East 

2. South 4. West 

Code

Code

 OMB No. 2130-0500 DEPARTMENT OF TRANSPORTATION RAIL EQUIPMENT ACCIDENT/INCIDENT REPORTFEDERAL RAILROAD ADMINISTRATION (FRA)

 25. Type of Equipment 

 Consist 

 (single entry)

31. Principal Car/Unit

26. Was Equipment 

 Attended?

 28. Speed (recorded speed, if available)

 29. Trailing Tons (gross tonnage,

 excluding power units)

 33. Was this consist transporting passengers? (y/n)

27. Train Number/Symbol

 (1) First Involved

 (derailed, struck, etc.) 

Code

1. Freight Train

2. Passenger Train-Pulling

3. Commuter Train-Pulling

4. Work train

5. Single Car

6. Cut of cars

7. Yard/switching

8. Light loco(s)

9. Maint./inspect. Car

A. Spec. MoW Equip.

B. Passenger Train-Pushing

C. Commuter Train-Pushing

D. EMU

E. DMU Code

1. Yes 2. No

R - Recorded

E - Estimated MPH

Code

Code

30a. Remotely Controlled Locomotive?

0 = Not a remotely controlled operation

1 = Remote control portable transmitter

2 = Remote control tower operation

3 = Remore control portable transmitter -

 more than one remote 

 control transmitter

 a. Initial and Number b. Position in Train c. Loaded (yes/no)

 (2) Causing (if mechanical, 

 cause reported) 

32. If railroad employee(s) tested for drug/alcohol use, 

 enter the number that were positive in 

 the appropriate box. Alcohol Drugs

34. Locomotive Units

 (1) Total in Train

 (2) Total Derailed

a. Head

 End

Mid Train

b. Manual c. Remote d. Manual e. Remote

Rear End 35. Cars

 (1) Total in Equipment 

 Consist

 (2) Total Derailed

Loaded

a. Freight b. Pass. c. Freight d. Pass. 

Empty

e. Caboose

36. Equipment Damage

 This Consist

37. Track, Signal, Way,

 & Structure Damage

38. Primary Cause 

 Code

39. Contributing

 Cause Code

Number of Crew Members Length of Time on Duty

40. Engineers/

 Operators

41. Firemen 42. Conductors 43. Brakemen 44. Engineer/Operator

 Hrs: Mins:

45. Conductor

 Hrs: Mins:

Casualties to:

Fatal

Nonfatal

46. Railroad Employees 47. Train Passengers 48. Others

51. Longitude 

49a. Special Study Block A

50. Latitude 

FORM FRA F 6180.54 (Rev. 08/10)

52. Narrative Description (Be specific, and continue on separate sheet if necessary)

53. Typed/Printed Name &

 Title of Preparer

54. Signature 55. Date

NOTE: This report is part of the reporting railroad's accident report pursuant to the accident reports statute and, as such shall not “be admitted as evidence or used for any purpose in any suit 

 or action for damages growing out of any matter mentioned in said report...." 49 U.S.C. 20903. See 49 C.F.R. 225.7 (b).

OMB approval expires 02/28/2014

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public reporting burden is estimated to average 2 hours per 

response, including the time for reviewing instructions, searching existing databases, gathering and maintaining the data needed, and completing and reviewing the collection 

of information. The information collected is a matter of public record, and no confidentiality is promised to any respondent. Please note that an agency may not conduct or 

sponsor, and a person is not required to respond to a collection of information unless it displays a currently valid OMB control number. The OMB control number for this 

collection is 2130-0500.

(Exclude EMU, DMU, and 

 Cab Car Locomotives.)

(Include EMU, DMU, and 

 Cab Car Locomotives.)

49b. Special Study Block B

30. Type of Territory (enter code(s) that apply)

Signalization (Mandatory)

1. Signaled 2. Not Signaled

Method of Operation/Authority for Movement (Mandatory)

1. Signal Indication 2. Direct Train Control 3. Yard/Restricted Limits 

 4. Block Register Territory 5. Other Than Main Track

Supplemental/Adjunct Codes (Mandatory*)

* Mandatory to the extent that all applicable codes are entered
 18. REPORTED CASUALTIES 19. NUMBER OF FRA FORMS ATTACHED

DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA)

RAILROAD INJURY AND ILLNESS SUMMARY

2. Alphabetic Code 3. Report Month & Year 4. State Alphabetic Code 5. County

7. Official Title

1. Name of Reporting Railroad

8. Address 9. Telephone (Area Code) (Number)

 10. 

11. Freight Train Miles

20. Remarks Section. Please describe operational, environmental, or other circumstances that account for unusual fluctuations in train miles operated, employee hours, or 

 passenger counts.

OPERATIONAL DATA & ACCIDENT/INCIDENT COUNTS FOR REPORT MONTH

OMB No. 2130-0500

 FORM FRA F 6180.55 (Rev. 08/10) 

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public reporting burden is estimated to average 

10 minutes per response, including the time for reviewing instructions, searching existing databases, gathering and maintaining the data needed, and completing 

and reviewing the collection of information. The information collected is a matter of public record, and no confidentiality is promised to any respondent. Please 

note that an agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a currently valid OMB 

control number. The OMB control number for this collection is 2130-0500.

6. Name of Reporting Officer

If executed without (i.e., outside of) the United States:

I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the information on this form is true and 

correct. 

Executed on _____________________ (date).

____________________________________________ (Signature).

If executed within the United States, its territories, possessions, or commonwealths:

I declare (or certify, verify, or state) under penalty of perjury that the information on this form is true and correct.

Executed on _____________________ (date).

____________________________________________ (Signature).

12. Passenger Train Miles

15. Railroad Worker Hours 16. Passenger Miles Operated

13. Yard Switching Train Miles 14. Other Train Miles

17. Number of Passengers Transported

Type of Person Fatal Nonfatal FRA Form Number Number Attached

Worker on duty – railroad employee

Railroad employees not on duty

Passengers on trains

Nontrespassers/ on railroad property

Trespassers

Worker on duty - contractor

Contractor - other

Worker on duty - volunteer

Volunteer - other

Nontrespassers/ off railroad property

6180.54

6180.55a

6180.56

6180.57

6180.81

Grand total

NOTE: This report is part of the reporting railroad's accident report pursuant to the accident reports statute and, as such shall not "be admitted as evidence 

 or used for any purpose in any suit or action for damages growing out of any matter mentioned in said report. . . ." 49 U.S.C. 20903.

 See 49 C.F.R. 225.7 (b).

This report is required by law (49 USC 20901). Failure to report can result in the imposition of civil penalties.

OMB approval expires 02/28/2014
DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA)

RAILROAD INJURY AND ILLNESS SUMMARY

(Continuation Sheet)

1. Name of Reporting Railroad 2. Alphabetic Code 3. Report Month

OMB No. 2130-0500

 FORM FRA F 6180.55a (Rev. 08/10) 

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public reporting burden is estimated to average 

20 minutes per response, including the time for reviewing instructions, searching existing databases, gathering and maintaining the data needed, and completing 

and reviewing the collection of information. In trespasser cases and in cases of suicide/attempted suicides, the estimated average time to complete this form is 50 

minutes and 65 minutes, respectively. The information collected is a matter of public record, and no confidentiality is promised to any respondent. Please note 

that an agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a currently valid OMB control 

number. The OMB control number for this collection is 2130-0500.

NOTE: This report is part of the reporting railroad's accident report pursuant to the accident reports statute and, as such shall not "be admitted as evidence 

 or used for any purpose in any suit or action for damages growing out of any matter mentioned in said report. . . ." 49 U.S.C. 20903.

 See 49 C.F.R. 225.7 (b).

OMB approval expires 02/28/2014

SHEET ___ OF ___

4. Report Year

5a.

Accident/Injury Number

5b.

Day

5c.

Time 

of Day

5d.

County

5e.

State

5f.

Type 

Person/

Job Code

5g.

Age

5h.

Drug/

Alcohol Test

 A D

5i.

Injury

Illness

Code

5j.

Physical

Act

5k.

Location

5l.

Event

5m.

Tools

5n.

Cause

5o.

Number of

Days Away

From Work

5p.

Number of

Days

Restricted

5r.

Special Case

Codes

5q.

Exposure to

Hazmat

5s. Latitude 

5u. Narrative (Up to 250 Characters)

5t. Longitude 

5a.

Accident/Injury Number

5b.

Day

5c.

Time 

of Day

5d.

County

5e.

State

5f.

Type 

Person/

Job Code

5g.

Age

5h.

Drug/

Alcohol Test

 A D

5i.

Injury

Illness

Code

5j.

Physical

Act

5k.

Location

5l.

Event

5m.

Tools

5n.

Cause

5o.

Number of

Days Away

From Work

5p.

Number of

Days

Restricted

5r.

Special Case

Codes

5q.

Exposure to

Hazmat

5s. Latitude 

5u. Narrative (Up to 250 Characters)

5t. Longitude 

5a.

Accident/Injury Number

5b.

Day

5c.

Time 

of Day

5d.

County

5e.

State

5f.

Type 

Person/

Job Code

5g.

Age

5h.

Drug/

Alcohol Test

 A D

5i.

Injury

Illness

Code

5j.

Physical

Act

5k.

Location

5l.

Event

5m.

Tools

5n.

Cause

5o.

Number of

Days Away

From Work

5p.

Number of

Days

Restricted

5r.

Special Case

Codes

5q.

Exposure to

Hazmat

5s. Latitude 

5u. Narrative (Up to 250 Characters)

5t. Longitude 
DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA)

ANNUAL RAILROAD REPORT

OF

EMPLOYEE HOURS AND CASUALTIES, BY STATE 

1. Reporting Railroad 2. Alphabetic Code

OMB No. 2130-0500

 FORM FRA F 6180.56 (Rev. 08/10) 

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public reporting burden is 

estimated to average 15 minutes per response, including the time for reviewing instructions, searching existing databases, gathering and 

maintaining the data needed, and completing and reviewing the collection of information. The information collected is a matter of public 

record, and no confidentiality is promised to any respondent. Please note that an agency may not conduct or sponsor, and a person is not 

required to respond to a collection of information unless it displays a currently valid OMB control number. The OMB control number for this 

collection is 2130-0500.

NOTE: This report is part of the reporting railroad's accident report pursuant to the accident reports statute and, as such shall not "be admitted as evidence 

 or used for any purpose in any suit or action for damages growing out of any matter mentioned in said report. . . ." 49 U.S.C. 20903.

 See 49 C.F.R. 225.7 (b).

OMB approval expires 02/28/2014

3. Report Year

State Employee Hours Casualties State Employee Hours

4. Establishments Included in this Report 5. Average Employment in Report Year

6.

Casualties

Alabama

Alaska

Arizona

Arkansas

California

Colorado

Connecticut

Delaware

District of Columbia

Florida

Georgia

Hawaii

Idaho

Illinois

Indiana

Iowa

Kansas

Kentucky

Louisiana

Maine

Maryland

Massachusetts

Michigan

Minnesota

Mississippi

Montana

7. Total Employee Hours for the Year 

9. Typed Name and Title 

8. Total Casualties During the Year 

10. Signature 11. Date

Nebraska

Nevada

New Hampshire

New Jersey

New Mexico

New York

North Carolina

North Dakota

Ohio

Oklahoma

Oregon

Pennsylvania

Rhode Island

South Carolina

South Dakota

Tennessee

Texas

Utah

Vermont

Virginia

Washington

West Virginia

Wisconsin

Wyoming

Missouri
1. Name of Reporting Railroad 1b. Railroad Accident/Incident No.

 7. Nearest Railroad Station

 11. City (if in a city) 12. Highway Name or Number

 Code

1a. Alphabetic Code

2a. Alphabetic Code 2b. Railroad Accident/Incident No.

3a. Alphabetic Code 3b. Railroad Accident/Incident No.

4. U.S. DOT Grade Crossing Identification Number 5. Date of Accident/Incident 6. Time of Accident/Incident

AM PM

month day year

8. Subdivision 10. State 

 Abbr.

9. County

 OMB No. 2130-0500

HIGHWAY-RAIL GRADE CROSSING 

ACCIDENT/INCIDENT REPORT DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA)

FORM FRA F 6180.57 (Rev. 08/10)

55. Typed Name & Title 56. Signature 57. Date

NOTE: This report is part of the reporting railroad's accident report pursuant to the accident reports statute and, as such shall not “be admitted as evidence or used for any purpose in any suit 

 or action for damages growing out of any matter mentioned in said report...." 49 U.S.C. 20903. See 49 C.F.R. 225.7 (b).

OMB approval expires 02/28/2014

Public Private

13. Type

A. Auto

B. Truck

C. Truck-trailer

D. Pick-up truck

E. Van

F. Bus

G. School bus

H. Motorcycle

J. Other motor vehicle

K. Pedestrian

M. Other (specify)

Code

Highway User Involved Rail Equipment Involved

17. Equipment

1. Train (units pulling) Code

2. Train (units pushing)

3. Train (standing)

4. Car(s) (moving)

5. Car(s) (standing)

6. Light loco(s) (moving)

7. Light loco(s) (standing)

8. Other (specify)

A. Train pulling – RCL

B. Train pushing – RCL

C. Train standing – RCL

D. EMU Locomotive(s)

E. DMU Locomotive(s)

14. Vehicle Speed

(est. mph 

 at impact)

15. Direction (geographical)

1. North 2. South 3. East 4. West

Code 18. Position of Car Unit in Train

19. Circumstance

1. Rail equipment struck highway user 2. Rail equipment struck by highway user

16. Position Code

 2. Stopped on crossing 

Code

20a. Was the highway user and/or rail equipment involved

 in the impact transporting hazardous materials? Code

1. Highway user 2. Rail equipment 3. Both 4. Neither

20b. Was there a hazardous materials release by

1. Highway user 2. Rail equipment 3. Both 4. Neither

Code

20c. State here the name and quantity of the hazardous material released, if any.

32. Type of

 Crossing

 Warning

1. Gates

2. Cantilever FLS

3. Standard FLS

4. Wig wags

5. Hwy. traffic signals

6. Audible

7. Crossbucks

8. Stop signs

9. Watchman

10. Flagged by crew

11. Other (specify) 

12. None

Code(s)

33. Signaled Crossing Warning

 (See reverse side for 

 instructions and codes)

Code

Code

35. Location of Warning

1. Both sides

2. Side of vehicle approach

3. Opposite side of vehicle approach

Code

36. Crossing Warning Interconnected

 with Highway Signals

1. Yes

2. No

3. Unknown

Code

37. Crossing Illuminated by Street

 Lights or Special Lights

1. Yes

2. No

3. Unknown

Code

38. Highway

 User's 

 Age

39. Highway User's Gender

1. Male

2. Female

Code

40. Highway User Went Behind or in Front of Train

 and Struck or was Struck by Second Train

1. Yes 2. No 3. Unknown

Code

41. Highway User

1. Went around the gate

2. Stopped and then proceeded

3. Did not stop

4. Stopped on crossing

5. Other (specify)

6. Went around/thru 

 temporary barricade

 (if yes, see instructions)

7. Went thru the gate

8. Suicide/Attempted suicide

42. Driver Passed Standing Code

 Highway Vehicle

1. Yes 2. No 3. Unknown

Code 43. View of Track Obscured by (primary obstruction)

1. Permanent structure

2. Standing railroad equipment

3. Passing train

4. Topography

5. Vegetation

6. Highway vehicles

Code

7. Other (specify)

8. Not obstructed

Casualties to:

46. Highway-Rail Crossing Users

Killed Injured

44. Driver was

1. Killed 2. Injured 3. Uninjured

Code 45. Was Driver in the Vehicle?

Code

1. Yes 2. No 

47. Highway Vehicle Property Damage

(est. dollar damage)

48. Total Number of Vehicle Occupants 

(including driver)

54. Narrative Description (Be specific, and continue on separate sheet if necessary)

53b. Special Study Block

50. Total Number of People on Train

 (include passengers and train crew)

51. Is a Rail Equipment Accident/

 Incident Report Being Filed?

49. Railroad Employees

52. Passengers on Train

Code

1. Yes 2. No 

 21. Temperature (Specify if minus) 22. Visibility (single entry)

1. Dawn 2. Day 3. Dusk 4. Dark

Code 23. Weather (single entry)

1. Clear 2. Cloudy 3. Rain 4. Fog 5. Sleet 6. Snow

25. Track Type Used by Rail

 Equipment Involved

1. Main 2. Yard 3. Siding 4. Industry 

Code

Code

F

 24. Type of Equipment 

 Consist 

 (single entry)

1. Freight Train

2. Passenger Train-Pulling

3. Commuter Train-Pulling

4. Work train

5. Single Car

6. Cut of cars

7. Yard/switching

8. Light loco(s)

9. Maint./inspect. Car

A. Spec. MoW Equip.

B. Passenger Train-Pushing

C. Commuter Train-Pushing

D. EMU

E. DMU Code

26. Track Number or Name

27. FRA Track 

 Class (1-9, X)

31. Time Table Direction

1. North 3. East 

2. South 4. West 

28. Number of Code

 Locomotive Units

29. Number 

 of Cars

 30. Consist Speed (Recorded speed, if available) R - Recorded

E - Estimated MPH

Code

* NOTE THAT ALL CASUALTIES MUST BE REPORTED ON FORM FRA F 6180.55A

2. Name of Other Railroad or Other Entity Filing for Equipment Involved in Train Accident/Incident 

 3. Name of Railroad or Other Entity Responsible for Track Maintenance (single entry)

34. Roadway Conditions

A. Dry

B. Wet

C. Snow/slush

D. Ice

E. Sand, Mud, Dirt, Oil, Gravel

F. Water (Standing, Moving)

53a. Special Study Block

1. Stalled or stuck on crossing 

 3. Moving over crossing 

4. Trapped on crossing by traffic

5. Blocked on crossing by gates

Video Taken? Yes No

Video Used? Yes No
INSTRUCTIONS FOR COMPLETING BLOCK 33

Only if Types 1 - 6, Item 32 are indicated, mark in Block 33 the status of the warning devices at the crossing at the time of the accident, 

using the following codes:

 1. Provided minimum 20-second warning.

 2. Alleged warning time greater than 60 seconds.

 3. Alleged warning time less than 20 seconds.

 4. Alleged no warning.

 5. Confirmed warning time greater than 60 seconds.

 6. Confirmed warning time less than 20 seconds.

 7. Confirmed no warning.

If status code 5, 6, or 7 was entered, also enter a letter code explanation from the list below:

 A. Insulated rail vehicle.

 B. Storm/lightning damage.

 C. Vandalism.

 D. No power/batteries dead.

 E. Devices down for repair.

 F. Devices out of service.

 G. Warning time greater than 60 seconds attributed to accident-involved train stopping short of the crossing, but within track

 circuit limits, while warning devices remain continuously active with no other in-motion train present.

 H. Warning time greater than 60 seconds attributed to track circuit failure (e.g., insulated rail joint or rail bonding failure, track 

 or ballast fouled, etc.).

 J. Warning time greater than 60 seconds attributed to other train/equipment within track circuit limits.

 K. Warning time less than 20 seconds attributed to signals timing out before train’s arrival at the crossing/island circuit.

 L. Warning time less than 20 seconds attributed to train operating counter to track circuit design direction.

 M. Warning time less than 20 seconds attributed to train speed in excess of track circuit’s design speed.

 N. Warning time less than 20 seconds attributed to signal system’s failure to detect train approach.

 P. Warning time less than 20 seconds attributed to violation of special train operating instructions.

 R. No warning attributed to signal system’s failure to detect the train.

 S. Other cause(s). Explain in Narrative Description.

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public 

reporting burden is estimated to average 2 hours per response, including the time for reviewing instructions, searching 

existing databases, gathering and maintaining the data needed, and completing and reviewing the collection of information. 

The information collected is a matter of public record, and no confidentiality is promised to any respondent. Please note that

an agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it 

displays a currently valid OMB control number. The OMB control number for this collection is 2130-0500.
Your Telephone Number Your home or mailing address

Home: ( ) 

Work: ( )

NOTICE TO RAILROAD EMPLOYEE INVOLVED IN RAIL EQUIPMENT ACCIDENT/INCIDENT 

ATTRIBUTED TO EMPLOYEE HUMAN FACTOR

DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA) OMB No. 2130-0500 

PART I - NOTICE TO RAILROAD EMPLOYEE (To be completed by reporting railroad)

Name of Reporting Railroad Date of Accident/Incident Accident/Incident No. Location of Accident/Incident

(State, nearest city/town) 

 _____/_____/_____ 

 mo day year

Causes reported on Form FRA F6180.54

Code Description

Employee's Name (First, middle, last) Job Title Name of Employing Railroad 

Employee's Home Address

PURPOSE OF THIS FORM A rail accident occurred that may have at least partly been caused by human error (human factor). The railroad 

involved with this accident is sending you this form because it is required by federal law to send this form to any railroad employee it believes 

may have at least been partly responsible for causing the accident/incident.

Since the railroad has named you as an employee who may have been involved in this accident, the railroad is required by federal law to complete 

Part I of this form and give you an opportunity within 45 days from the date that the notice was mailed or hand delivered to you to give in Part II

of this form your version of events relating to this accident. If you would like to complete this form but are unable to do so within the time limit, 

you must provide an explanation to FRA and the railroad for the need for more time. While the railroad is required by federal law to send this form 

to you, you are not legally required to complete this form. If you decide to complete the form, the railroad may, upon reviewing your 

supplement, decide to revise its accident report.

In Part II of this form, you may submit a supplemental statement to FRA on any aspect of the railroad's report. If you decide that you would like 

to send the railroad and FRA a statement, please follow the INSTRUCTIONS.

Name of Railroad Representative Signature of Railroad Representative Date Signed Date Mailed/Hand Delivered

If the employee decides to return this form to the railroad, the form should be sent to: [name and address of railroad representative]

PART II - SUPPLEMENT - EMPLOYEE STATEMENT REGARDING RAILROAD ACCIDENT REPORT

 I would like to supplement the railroad's accident report with the following statement:

I have carefully read this statement and confirm that it is true to the best of my knowledge and belief.

_____________________________________ ____________________ Date Mailed/Hand Delivered to FRA: ___________________

 Signature Date Signed 

NOTE: This Notice and Employee Supplement under 49 C.F.R. 225.12 are part of the reporting railroad's accident report to FRA pursuant to the accident 

 reports statute and, as such, shall not “be admitted as evidence or used for any purpose in any suit or action for damages growing out of any

 matter mentioned in said report...." 49 U.S.C. 20903. See 49 C.F.R. 225.7 (b).

FORM FRA F 6180.78 (Rev. 08/10)

(Continue statement on separate sheet, if required, and mail with statement) 

EMPLOYEE STATEMENT SUPPLEMENTING RAILROAD ACCIDENT REPORT

Applicable to this person?

Yes

Yes

No

No

Date Mailed/Hand Delivered to Railroad: ________________

OMB approval expires 02/28/2014
INSTRUCTIONS TO RAILROAD EMPLOYEE REGARDING COMPLETION OF PART II OF FORM FRA F 6180.78

FREQUENTLY ASKED QUESTIONS

If you decide to complete this form, please follow these instructions:

1. Complete only Part II of this form.

2. Print or type your statement.

3. You may attach any relevant supporting documents, diagrams, photographs, or other evidence.

4. Sign and date your statement.

5. Send your original statement to the Federal Railroad Administration (FRA) at the following address:

 Operating Practices Division

 Federal Railroad Administration

 RRS-11, Mail Stop 25

 1200 New Jersey Avenue, S.E. 

 Washington, D.C. 20590

6. Send a copy of your statement to your railroad.

7. Keep a copy of your statement for your own records.

8. Additional information concerning completion of this form may be obtained at FRA’s website at www.FRA.DOT.GOV .

Q. Who is a railroad employee?

A. FRA defines an employee for purposes of filling out this form as a Worker on Duty-Railroad Employee; Employee, Railroad 

Employee not on duty; Worker on Duty-Contractor; or Worker on Duty-Volunteer. If you fit into any of these categories, you are a 

railroad employee for purposes of filling out this form.

Q. Do I have to fill out the form?

A. No. Neither the railroad nor FRA requires you to fill out this form. Employee statements on this form are voluntary and 

optional, not mandatory, and deciding not to send this form to FRA and the railroad does not imply that the employee admits or 

endorses the railroad’s conclusions as to the cause of the accident or any other allegations. See 49 C.F.R. 225.12(g).

Q. Will my statements remain confidential?

A. Information that the employee wishes to withhold from the railroad must not be included in this Supplement. If the employee 

wishes to provide confidential information to FRA, the employee should not use the Supplement form (part II of Form FRA F 

6180.78), but rather provide such confidential information by other means, such as a letter to the employee’s collective 

bargaining representative, or to the Office of Safety Assurance and Compliance, Federal Railroad Administration, RRS-10, Mail 

Stop 25, 1200 New Jersey Avenue, S.E., Washington, D.C. 20590. The letter should include the name of the railroad making the 

allegations, the date and place of the accident, and the rail equipment accident/incident number.

Q. Is this form part of the railroad’s accident report to FRA, and as such, may it be used in private litigation?

A. No. This form under 49 C.F.R. 225.12 is part of the railroad’s accident report to FRA pursuant to the accident reports statute 

and as such shall not “be admitted as evidence or used for any purpose in any suit or action for damages growing out of any matter 

mentioned in said report...” 49 U.S.C. 20903. See 49 C.F.R. 225.7(b).

Willful false statements can result in imposition of civil penalties.

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public 

reporting burden is estimated to average 10 minutes (Part I) and 1.5 hour (Part II) per response, including the time for 

reviewing instructions, searching existing databases, gathering and maintaining the data needed, and completing and 

reviewing the collection of information. The information collected is a matter of public record, and no confidentiality is 

promised to any respondent. Please note that an agency may not conduct or sponsor, and a person is not required to 

respond to a collection of information unless it displays a currently valid OMB control number. The OMB control number for 

this collection is 2130-0500.
DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA)

EMPLOYEE HUMAN FACTOR ATTACHMENT

OMB No. 2130-0500

 FORM FRA F 6180.81 (Rev. 08/10) 

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public reporting burden is estimated 

to average 15 minutes per response, including the time for reviewing instructions, searching existing databases, gathering and maintaining the data 

needed, and completing and reviewing the collection of information. The information collected is a matter of public record, and no confidentiality is 

promised to any respondent. Please note that an agency may not conduct or sponsor, and a person is not required to respond to a collection of 

information unless it displays a currently valid OMB control number. The OMB control number for this collection is 2130-0500.

Note: This form under 49 C.F.R. 225.12 is part of the railroad's accident report to FRA pursuant to the accident reports statute and as 

such shall not "be admitted as evidence or used for any purpose in any suit or action for damages growing out of any matter mentioned in 

said report. . . ." 49 U.S.C. 20903. See 49 C.F.R. 225.7 (b).

Note: Under 49 C.F.R. 225.29, any person who violates any requirement of 49 C.F.R. Part 225 or causes the violation of any such 

requirement is subject to a civil penalty. Penalties may be assessed against individuals only for willful violations. A person may also be 

subject to criminal penalties provided for in 49 U.S.C. 21311.

OMB approval expires 02/28/2014

Name of Reporting Railroad Railroad Accident/Incident No.

 (Block 1b, FRA F 6180.54)

Date of Accident/Incident (mo/day/year)

The railroad has determined that (check only one)

a. One or more railroad employees was the primary or a contributing cause of the accident.

b. One or more railroad employees was not the primary or a contributing cause of the accident.

c. It is uncertain whether one or more railroad employees was a primary or a contributing cause of the accident.

If item “b” or “c” was checked, go to the last line of the form. If item “a” was checked, complete the following:

The railroad has identified (check only one)

3. None of the railroad employees who were the primary cause or a contributing cause of the accident/incident.

1. All the railroad employees who were the primary cause or a contributing cause of the accident/incident.

2. Some, but not all of the railroad employees who were the primary cause or contributing cause of the accident/incident.

If item “3” above was checked, go to the last line of this form. 

If item “1” or “2” was checked, complete the following for each employee identified as the primary cause or a contributing 

cause of the accident/incident. Attach additional pages if needed.

Name of Railroad Employee

(last, first, middle)

Job Title Railroad Code of 

Employing Railroad

Cause Code(s) Applicable

to this Employee

Describe why the employee was the primary cause or contributing cause of the accident/incident.

Did the employee die as a result of the accident/incident? Yes No

Typed Name and Title Signature Date
INSTRUCTIONS FOR COMPLETING FORM FRA F 6180.81 “EMPLOYEE HUMAN FACTOR ATTACHMENT”

FREQUENTLY ASKED QUESTIONS

Requirements

If, in reporting a rail equipment accident/incident on Form FRA F 6180.54, a railroad cites an employee human factor as the primary cause or a 

contributing cause of the accident, the railroad that cited such employee human factor must complete Form FRA F 6180.81, entitled “Employee 

Human Factor Attachment.”

The Form FRA F 6180.81 must be attached to its related Rail Equipment Accident/Incident report.

This Form is only used in connection with a reportable rail equipment accident/incident where Form FRA F 6180.54 submitted to FRA identifies 

an employee human factor as either the primary cause or contributing cause of the accident.

General Instruction

Each employee identified on Form FRA F 6180.81 must be notified that he or she has been identified as a possible primary or a contributing 

cause of an accident. That notification is to be given on Form FRA F 6180.78. Instructions for completing Form FRA F 6180.78 are noted 

on the attachment to that form. You also may wish to refer to the FRA Guide for Preparing Accident/Incident Reports, or FRA’s website at 

www.FRA.DOT.GOV for completion of that form.

Q. Under what circumstances must the reporting railroad complete a Form FRA F 6180.81?

A. This form should be completed only when a railroad, in reporting a rail equipment accident/incident to FRA assigns any of the cause codes listed 

under “Train Operation”-Human Factors as listed in Appendix C to the FRA Guide for Preparing Accident/Incident Reports as the primary cause or a 

contributing cause of the rail equipment accident/incident.

Q. What is the definition of a “railroad employee” for purposes of completing this form?

A. “Railroad Employee” means Worker on Duty-Railroad Employee (Class A), Railroad Employee not on Duty (Class B), Worker on DutyContractor (Class F), and Worker on Duty-Volunteer (Class H). See 49 C.F.R. 225.5, 225.12.

Q. What is the definition of “the primary cause or a contributing cause”?

A. The “primary cause or a contributing cause” is an act, omission, or physical condition such as alcohol intoxication, fatigue, or legal or illegal drug 

use that was the main cause or a contributing cause of the accident/incident. If an employee was intoxicated or fatigued, but the accident would 

have happened anyway and with the same degree of severity, then the intoxication, fatigue is not the primary or a contributing cause. If the 

employee’s act, omission, or physical condition only remotely contributed to the accident/incident, this is still a contributing cause of the accident.

Q. Should I send a Form FRA F 6180.78 to an employee’s home if the employee died as a result of the accident?

A. No. A Notice for an employee must not be sent if that employee has died as a result of that accident. A Notice is not required and is not 

recommended for an employee who has died due to any cause by the time that Notice is ready to be sent.

Q. What should I do if the railroad alleges an employee from another railroad is the primary cause or a contributing cause of the accident?

A. You should notify the employee’s railroad that the reporting railroad alleges that the primary or a contributing cause of the accident was that 

employee. The employee’s railroad should then promptly provide to the reporting railroad the name, title, address, and medical status of that 

employee.

Q. What if the reporting railroad cannot initially identify an employee as the primary cause or a contributing cause of an accident but 

subsequently does identify such employee? 

A. The reporting railroad should prepare a revised form FRA F 6180.81 and forward it to FRA. In addition, the reporting railroad, will have 15 days

from the date of the revised form to send an FRA F 6180.78 to that employee.

Q. May a reporting railroad ever defer notice to an employee?

A. Yes. Particularly if the employee was seriously injured, a railroad may defer notice to the employee.

Q. Must the reporting railroad attach a Form FRA F 6180.81 to the Form FRA F 6180.54 if the reporting railroad has scheduled or is conducting a 

formal investigation of the accident to determine if it was caused by human factor, but the investigation is not concluded before the filing of the

regular monthly report?

A. Yes. The reporting railroad must nevertheless attach the FRA F 6180.81 to the Form FRA F 6180.54. Moreover, when completing the 6180.81 

in this situation, the reporting railroad should in the “Brief Description” block, explain that the employees have not been named because the railroad 

is still conducting a formal investigation. Indicate whether the formal investigation is currently in progress or the date that it is scheduled to begin. 

Once the investigation is completed, the reporting railroad must file a “corrected copy” of the Form FRA F 6180.81 for each implicated employee.

Q. When must the reporting railroad notify the implicated employee?

A. A Notice for an employee must be sent within 45 days from the end of the month in which the accident occurred, unless the employee has died, 

or in the reporting railroad’s discretion, the reporting railroad should defer notice.
DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA)

INITIAL RAIL EQUIPMENT ACCIDENT/INCIDENT RECORD

3. Name of Railroad 

31. Narrative Description (Be specific, and continue on separate sheet if necessary)

OMB No. 2130-0500

 FORM FRA F 6180.97 (Rev. 08/10) 

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public reporting burden is estimated 

to average 30 minutes per response, including the time for reviewing instructions, searching existing databases, gathering and maintaining the data 

needed, and completing and reviewing the collection of information. The information collected is a matter of public record, and no confidentiality is 

promised to any respondent. Please note that an agency may not conduct or sponsor, and a person is not required to respond to a collection of 

information unless it displays a currently valid OMB control number. The OMB control number for this collection is 2130-0500.

30. Casualties Nonfatal Fatal

Worker on duty – railroad employee

Railroad employees not on duty

Passengers on trains

Nontrespassers/on railroad property

Trespassers

Worker on duty - contractor

Contractor - other

Worker on duty - volunteer

Volunteer - other

Nontrespassers/off railroad property

NOTE: This report is part of the reporting railroad's accident report pursuant to the accident reports statute and, as such shall not "be admitted as evidence 

 or used for any purpose in any suit or action for damages growing out of any matter mentioned in said report. . . ." 49 U.S.C. 20903.

 See 49 C.F.R. 225.7 (b).

OMB approval expires 02/28/2014

33. Name of Railroad Official 34. Signature 35. Telephone Number 36. Date initially 

signed/completed

32. Was this accident/incident reported to the FRA? Yes No

Nonfatal Fatal

5. Other Railroad or Entity

1. Date of Accident/Incident (YY/MM/DD) 2. Time of Accident/Incident AM

PM

4. Incident Number

6. Incident Number

7. Railroad or Other Entity Responsible for Track Maintenance 8. Incident Number

9. Type of Accident/Incident (Derailment, Collision, Obstruction, Other)

 10. Number of Hazmat Cars Damaged or Derailed 11. Number of Hazmat Cars Releasing Product

12. Subdivision 13. Nearest City/Town 14. County 15. State

16. Milepost (to nearest tenth) 17. Specific Site

 18. Speed Actual

Estimated

19. Train/Job Number

20. Type of Equipment (Freight, Passenger, Yard/Switching, etc.) 21. Type of Track (Main, Yard, Siding, Industry)

22. Total Locomotive Units in Train

26. Equipment Damage (in dollars)

28. Primary Cause

23. Total Locomotives Derailed

29. Contributing Cause

27. Track, Signal, Way & Structure Damage (in dollars)

24. Total of Cars in Equipment Consist 25. Total Cars Derailed
EMPLOYEE INFORMATION

RAILROAD EMPLOYEE INJURY AND/OR ILLNESS RECORD

DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA) OMB No. 2130-0500 

FORM FRA F 6180.98 (Rev. 08/10) OMB approval expires 02/28/2014

ACTIVITY/INCIDENT/EXPOSURE DESCRIPTION

1. Railroad 2. Case/Incident Number 

3. Last Name, First Name, Middle Initial 4. Date of Birth 5. Sex (M/F) 6. Employee ID Number 7. Date Hired

HOME 

ADDRESS:

ESTABLISHMENT/

FACILITY WHERE

EMPLOYEE

NORMALLY REPORTS:

18. Job Title

8. Street Address (include Apt. No.)

13. Name of Facility

14. Street Address

9. City 10. State 11. ZIP 12. Home Telephone No.

 (include area code)

15. City 16. State 17. ZIP

19. Department Assigned To

NOTE: This report is part of the reporting railroad's accident report pursuant to the accident reports statute and, as such shall not "be admitted as evidence 

 or used for any purpose in any suit or action for damages growing out of any matter mentioned in said report. . . ." 49 U.S.C. 20903.

 See 49 C.F.R. 225.7 (b).

LOCATION WHERE

ACCIDENT/

INCIDENT/

EXPOSURE

OCCURRED:

COMPANY

NOTIFICATION:

20. Specific Site

21. City 22. County 23. State 24. ZIP

25. Is this on your premises?

Yes No

26. Date of Occurrence 27. Time Shift Began AM

PM

28. Time of Occurrence AM 29. Was person on duty?

PM

AM

PM

31. Time that Employee Notified

 Company Personnel of Condition

30. Date that Employee Notified

 Company Personnel of Condition

32. Person Notified

Yes No

33. Describe the general activity this person was engaged in prior to injury/illness.

34. Describe all factors associated with this case that are pertinent to an understanding of how it occurred. Include a discussion of the sequence of

events leading up to it, and the tools, machinery, processes, material, environmental conditions, etc., involved.
This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public reporting burden is 

estimated to average 1 hour per response, including the time for reviewing instructions, searching existing databases, gathering and 

maintaining the data needed, and completing and reviewing the collection of information. The information collected is a matter of public 

record, and no confidentiality is promised to any respondent. Please note that an agency may not conduct or sponsor, and a person is not 

required to respond to a collection of information unless it displays a currently valid OMB control number. The OMB control number for this 

collection is 2130-0500.

INJURY/CONDITION INFORMATION

35. Describe in detail the injury/condition that this person sustained. Include a discussion of the body parts affected. If this is a recurrence, list date 

of last occurrence.

36. Identify all persons and organizations used to evaluate and/or treat condition. (Include facility, provider, and address)

37. Describe all procedures, medications, therapy, etc., used/recommended for the treatment of condition: 

40. Has this employee been provided an opportunity to review his or her file?

41. Preparer’s Name 42. Preparer’s Title 43. Telephone Number 44. Date initially 

signed/completed

Yes No

39. If any of the above consequences occurred, the injury/condition is almost always reportable to FRA on Form FRA F 6180.55a. If you believe this case 

does not meet the reporting criteria, you must give a brief explanation below of the basis for this decision. Was the case reported? Yes No

38. Check any of the following consequences resulting from this injury/condition: 

Death. Date of: _______________

Restriction of work. Reportable days of restricted activity: ____________ as of: ____________

Occupational illness. Date of initial diagnosis:

Instructions to obtain prescription medication, or receipt of prescription medication.

Missed a day of work or next shift. Reportable days absent from work: ____________ as of: ____________

Significant injury/illness, one meeting specific case criteria, or a covered data case.

Medical treatment. This includes any medical care or treatment beyond “first aid” that is given, or should have been given, regardless of

who provided the treatment. “First Aid” treatment is limited to very simple procedures, e.g., application of a bandaid on minor scratches,

cuts, abrasions, etc.

Transfer to another job or termination of employment.

Hospitalization for treatment as an

inpatient.

Multiple treatments or therapy sessions.

Loss of consciousness.
DEPARTMENT OF TRANSPORTATION

FEDERAL RAILROAD ADMINISTRATION (FRA)

ALTERNATIVE RECORD FOR ILLNESSES CLAIMED TO BE WORK-RELATED

1. Name of Reporting Railroad

19. Narrative 

OMB No. 2130-0500

 FORM FRA F 6180.107 (Rev. 08/10) 

This collection of information is mandatory under 49 CFR 225, and is used by FRA to monitor national rail safety. Public reporting burden is estimated to average 

75 minutes per response, including the time for reviewing instructions, searching existing databases, gathering and maintaining the data needed, and completing 

and reviewing the collection of information. The information collected is a matter of public record, and no confidentiality is promised to any respondent. Please 

note that an agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a currently valid OMB 

control number. The OMB control number for this collection is 2130-0500.

NOTE: This report is part of the reporting railroad's accident report pursuant to the accident reports statute and, as such shall not "be admitted as evidence 

 or used for any purpose in any suit or action for damages growing out of any matter mentioned in said report. . . ." 49 U.S.C. 20903.

 See 49 C.F.R. 225.7 (b).

OMB approval expires 02/28/2014

Q1. The only information provided to the railroad was the employee’s name and Employee ID Number. Further attempts to 

complete the other data elements were rejected by the employee and/or his or her attorney. Does this meet FRA requirements?

A1. Yes. The railroad should continue to complete all the data elements when the information becomes available and should make 

a good faith effort to obtain the information. However, the railroad is not expected to continue this effort past December 1 of the 

year that follows the date on which the railroad first received a claim of the illness.

2. Case/Incident Number

3. Employee’s Name (First, middle, last)

4. Employee’s Date of Birth

(mm/dd/yy)

5. Employee’s Gender

9. Employee’s Home Telephone

Number (with area code)

10. Name of Facility Where Railroad Employee Normally Reports to Work

8. Employee’s Home Address (include street address, city, State and ZIP code)

13. Department to Which Employee is Assigned

14. Date on Which Employee or Representative 

Notified Company Personnel of Condition (mm/dd/yy)

17. Nature of Claimed Illness

18.a. Custodian of Documents (Name, Title, and Address)

15. Name of Railroad Official Notified 16. Title of Railroad Official Notified

QUESTIONS AND ANSWERS

20. Preparer’s Name 21. Preparer’s Title 22. Preparer’s Telephone

Number (with area code) 23. Date initially signed/completed 

18.b. Location of Supporting Documentation

12. Job Title of Railroad Employee

11. Location, or Last Known Facility, Where Employee Reports to Work

Male Female

6. Employee ID Number 7. Date Employee was Hired

(mm/dd/yy)

18. Supporting Documentation
 HIGHWAY USER INJURY INQUIRY FORM 

DEPARTMENT OF TRANSPORTATION 

Federal Railroad Administration (FRA) OMB No. 2130-0500

PART I – Highway Rail-Grade Crossing Accident/Incident (To be completed by reporting railroad)

1a. Date of Accident/Incident (mm/dd/yyyy) 1b. Time of Accident/Incident AM PM 

2a. Name of Railroad 

 

 

2b. Alphabetic Code 3. Railroad Accident/Incident Number 

4. U.S. DOT Grade Crossing Identification Number 

5. Highway Name or Number 6. City (if in a city) 7. County 8. State Abbr. 

PART II - Highway User Statement (To be completed by highway user or highway user's representative) 

9a. Highway User’s Last Name 

 

9b. First Name 9c. Middle Initial 10. Highway User 's Age 

11. Highway User's Telephone (Primary) 12. Highway User's Telephone (Secondary) 13. Highway User's E-mail Address 

14. Highway User's Mailing Address 

15a. Did you suffer an injury, or injuries, as a result of the highway-rail grade accident/incident described above? Yes No

15b. Narrative Description: If you answered "Yes" to 15a., please describe the nature and severity of your injury, or injuries, the event(s) that caused the injury, or 

 injuries, and any other relevant information. You may continue the Narrative Description on back of form. 

 

 

16a. As a result of your injury, or injuries, caused by the highway rail-grade crossing accident/incident, did you (please check all that apply and complete the Narrative 

 Description in 16b.): 

 (i) Receive medical treatment beyond first aid (i.e. prescription medication or stitches) 

 (ii) Lose consciousness 

 (iii) Suffer a fractured or cracked bone, or a punctured eardrum diagnosed by a physician or other licensed health care provider 

 (iv) Receive transportation from the highway rail-grade crossing accident/incident to a medical facility via emergency medical transportation (EMT) (i.e. ambulance) 

16b. Narrative Description: (1) Describe any medical treatment received as a result of the accident; (2) Provide additional information about the boxes checked in 

 16a. above; and (3) Provide other related information. You may continue the Narrative Description on back of form. 

17a. Name of Person Completing Part II 

 

 Check Appropriate Box: 

 Highway User 

 Highway User's Representative 

17b. Highway User’s Representative’s 

 Name (if applicable): 

 Telephone Number: 

 Relationship: 

18. Signature 19. Date 

Note: Railroads are required to send this form under 49 CFR 225. 

FORM FRA F 6180.150 (Rev. 08/10) NOTE THAT RAILROAD MUST REPORT ALL REPORTABLE CASUALTIES ON FORM FRA F 6180.55a 

 

 OMB approval expires 02/28/2014 
HIGHWAY USER INJURY INQUIRY FORM 

(Continued)

Identifying Information (from first page) : 

 Date of Accident/Incident (mm/dd/yyyy) Railroad Accident/Incident Number 

 Highway User’s Last Name 

 

First Name Middle Initial 

Narrative Description - Continued (If additional space was needed in the Narrative Description boxes (15b. and 16b.), from the other side of this form, please 

 continue the narrative in this box.) 

Public reporting burden is estimated to average 50 minutes per response for railroads for their part of this form and 45 

minutes for highway users or their representatives for their part of this form. This includes the time for reviewing instructions, 

searching existing databases, gathering and maintaining the data needed, and completing and reviewing the collection of 

information. Responses by the railroad are mandatory and responses by highway users or their representatives to this 

collection of information are voluntary. The information collected is a matter of public record, and no confidentiality is 

promised to any respondent. Please note that an agency may not conduct or sponsor, and a person is not required to 

respond to a collection of information unless it displays a currently valid OMB control number. The OMB control number for 

this collection is 2130-0500. 
FRA Guide for Preparing Accident/Incident Reports 

Appendix I - 1 Model Internal Control Plans

APPENDIX I

Model Internal Control Plans, Including Model Statement of Policy 

Against Harassment and Intimidation and Model Complaint Procedures 

Explanatory Note

The Federal Railroad Administration’s (FRA) safety regulations require railroads to adopt and 

comply with a written Internal Control Plan (ICP) on accident/incident reporting. (See Chapter 1 

of Guide.) The intent of the ICP requirement is to ensure that the railroad’s Reporting Officer 

has the required information to prepare accurate accident/incident reports to FRA and that 

employees are not afraid to provide relevant information. 

Section 225.33(a) of Title 49 of the Code of Federal Regulations (49 CFR § 225.33(a)) specifies 

the components to be included in an ICP. All railroads subject to 49 CFR Part 225 must have 

an ICP with either: 

two components (corresponding to § 225.33(a)(1)-(2); or 

11 components (corresponding to § 225.33(a)(1)-(11).

Certain small railroads need have only a two-component ICP. In particular, railroads that 

operate or own track on the general railroad system of transportation that have 15 or fewer 

employees covered by the hours of service statute (Title 49 U.S. Code, Chapter 211) and noninsular tourist and historic railroads that operate or own track exclusively off the general system 

must have a two-component ICP. (See § 225.3(b), 61 Fed. Reg. 67490 (Dec. 23, 1996).) The 

first component involves adopting, disseminating, and complying with a policy statement against 

harassment and intimidation, including a statement of the disciplinary action to be imposed for 

violation of this policy. The second component entails (i) having both a procedure for 

processing complaints of violations and a policy not to retaliate against complainants and (ii) 

disclosing such procedure and policy. 

Other railroads subject to Part 225 must have a full-scale ICP that includes all 11 

components specified in § 225.33(a)(1)-(11).

Primarily to assist small railroads in developing their ICPs, FRA is presenting in this appendix 

two model ICPs that can be used. Each contains blanks to be completed by the railroad. 

For railroads required to have only a two-component ICP, Model 1 is a suggested twocomponent ICP. 

For railroads required to have an 11-component ICP, Model 2 is a suggested ICP for such 

railroads with fewer than 200 employees. 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX I – Continued 

Appendix I - 2 Model Internal Control Plans

These models are only suggestions. A railroad’s trade organization may have its own model 

ICP. There is no definitive ICP. Large railroads, because of their complexity, may prefer to 

develop an ICP quite different from Model 2, and yet still be consistent with the regulation. 

Smaller railroads may also decide to depart from the suggested models. Details, such as the 

structure, forms, lines of communication, and instructions, are left to the railroad’s discretion to 

design and implement. FRA recommends that railroads structure their ICPs in the same manner 

that the CFR shows the components, e.g., 49 CFR 225.33(a)(1), then 225.33(a)(2), then 

225.33(a)(3), etc. 

A railroad may develop some synthesis between plans and develop its own plan so long as it is 

consistent with the regulation. Railroads may follow any applicable model ICP provided in the 

Guide and are also encouraged to tailor their ICP based upon their particular operation, structure, 

or situation. After the ICP is put in place, if any significant changes to the railroad’s internal 

reporting procedures occur, the ICP must be amended. 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX I – Continued 

Appendix I - 3 Model Internal Control Plans

Model 1: 

Model Statement of Policy against Harassment and Intimidation; 

Model Complaint Procedures

Policy Statement of [Name of Railroad Company] 

Concerning Complete and Accurate Reporting 

of Accidents, Incidents, Injuries, and Occupational Illnesses 

without Harassment or Intimidation

This railroad is committed to complete and accurate reporting of all accidents, incidents, injuries, 

and occupational illnesses arising from the operation of the railroad, to full compliance with the 

letter and spirit of the Federal Railroad Administration’s accident reporting regulations, and to 

the principle, in absolute terms, that harassment or intimidation of any person that is calculated 

to discourage or prevent such person from receiving proper medical treatment or from reporting 

such accident, incident, injury, or illness will not be permitted or tolerated and will result in 

disciplinary action in the form of ______________ against any employee, supervisor, manager, 

or officer of this railroad committing such harassment or intimidation. 

This policy statement is required by Federal regulation, 49 CFR § 225.33(a)(1)-(2), and all 

employees, supervisory personnel, and management have been provided a copy of this Policy 

Statement [when starting employment and/or by its remaining posted in a conspicuous location 

where they can reasonably be expected to see it]. 

[NOTE: 49 CFR § 225.33(a)(2) requires disclosure to all railroad employees, supervisors, 

and management of the railroad’s procedures for dealing with complaints of violations of 

the preceding policy, and the railroad’s guarantee of “whistleblower” protection to any 

person subject to the policy. Disclosure may be accomplished by combining the following 

paragraph with the preceding policy statement and disseminating the combination. 

Alternatively, the following information may be disclosed separately, by other means.] 

[Complaint Procedures] 

This railroad will investigate/implement the following procedure to process all complaints from 

any person about the policy stated above being violated: ________________________________ 

___________________________. This railroad will implement the following procedure in order 

to impose the appropriate prescribed disciplinary actions on any employee, supervisor, manager, 

or officer of the railroad found to have violated the policy: ______________________________ 

______________________. This railroad shall provide “whistleblower” protection to any 

person subject to this policy. Any act of intimidation should be reported to our railroad 

president/operating officer/[ title ] ,_____________________. 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX I – Continued 

Appendix I - 4 Model Internal Control Plans

Model 2: 

Model Internal Control Plan for Smaller Railroads

(suggested size: fewer than 200 employees) 

RAILROAD

NAME: ________________________________________________________________ 

ADDRESS: _________________________TELEPHONE: _____________________ 

 __________________________FAX: ___________________ 

OTHER 

ADDRESS, 

(if any): __________________________TELEPHONE: __________________ 

 

 __________________________FAX: ___________________ 

 

FEDERAL RAILROAD ADMINISTRATION (FRA) ACCESS 

 TO INTERNAL CONTROL PLAN 

The Internal Control Plan shall be maintained at the office where the railroad’s accident/incident 

Reporting Officer conducts his or her official business. The Plan shall be available for 

examination and copying by Federal Railroad Administration representatives (including 

participating State personnel) during normal business hours. 

Policy Statement of [Name of Railroad Company] 

Concerning Complete and Accurate Reporting 

of Accidents, Incidents, Injuries, and Occupational Illnesses 

without Harassment or Intimidation

This railroad is committed to complete and accurate reporting of all accidents, incidents, injuries, 

and occupational illnesses arising from the operation of the railroad, to full compliance with the 

letter and spirit of FRA’s accident reporting regulations, and to the principle, in absolute terms, 

that harassment or intimidation of any person that is calculated to discourage or prevent such 

person from receiving proper medical treatment or from reporting such accident, incident, injury, 

or illness will not be permitted or tolerated and will result in the following disciplinary action 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX I – Continued 

Appendix I - 5 Model Internal Control Plans

against any employee, supervisor, manager, or officer of the railroad committing such 

harassment or intimidation. 

Disciplinary Action: _______________________________________________________ 

________________________________________________________________________ 

________________________________________________________________________ 

________________________________________________________________________ 

The preceding Policy Statement has been disseminated to all employees, supervisory personnel, 

and management. 

[NOTE: 49 CFR § 225.33(a)(2) requires disclosure to all railroad employees, supervisors, 

and management of the railroad’s procedures for dealing with complaints of violations of 

the preceding policy and the railroad’s guarantee of “whistleblower” protection to any 

person subject to the policy. Disclosure may be accomplished by combining the following 

paragraph with the preceding policy statement and disseminating the combination. 

Alternatively, the following information may be disclosed separately, by other means.] 

COMPLAINT PROCEDURES

Railroad procedures to process a complaint of violation of the Policy: 

________________________________________________________________________ 

________________________________________________________________________ 

Railroad procedures to impose the appropriate prescribed disciplinary actions on each employee, 

supervisor, manager, or officer of the railroad found to have violated the Policy: 

________________________________________________________________________ 

________________________________________________________________________ 

⁭ These procedures have been disclosed to railroad employees, supervisors, managers, and 

officers, including the stipulation that “whistleblower” protection is provided to any 

person subject to the Policy. 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX I – Continued 

Appendix I - 6 Model Internal Control Plans

INTERNAL REPORTING FORMS AND PROCEDURES

The following internal forms or computer reporting system, or both, are used for the collection 

and internal recording of accident/incident information: 

 Forms (attached) 

1. _____________________ 3. _____________________ 

2. _____________________ 4. _____________________ 

Description of the internal procedures used by the railroad for the processing of forms or 

computerized data, or both, regarding accident/incident information: 

______________________________________________________________________ 

______________________________________________________________________ 

______________________________________________________________________ 

______________________________________________________________________ 

______________________________________________________________________ 

______________________________________________________________________ 

INTERNAL REVIEW PROCEDURES

Description of the internal review procedures for accident/incident information collected and 

reports prepared by the railroad’s safety, claims, medical, and other departments engaged in 

collecting and reporting accident/incident information: 

________________________________________________________________________ 

________________________________________________________________________ 

________________________________________________________________________ 

________________________________________________________________________ 

Description of internal procedures for collecting cost data and compiling costs with respect to 

accident/incident information: 

_________________________________________________________________________ 

_________________________________________________________________________ 

_________________________________________________________________________ 

_________________________________________________________________________ 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX I – Continued 

Appendix I - 7 Model Internal Control Plans

Description of internal procedures for ensuring adequate communication between the railroad 

department responsible for reporting accidents/incidents to FRA and any other railroad 

department responsible for collecting, receiving, processing, and reporting information on 

accidents/incidents: 

__________________________________________________________________________ 

__________________________________________________________________________ 

___________________________________________________________________________ 

___________________________________________________________________________ 

Procedures for updating accident/incident information prior to reporting to FRA: 

________________________________________________________________________ 

________________________________________________________________________ 

________________________________________________________________________ 

After reporting to FRA, amendments to accident/incident reports are made as specified in the 

“FRA Guide for Preparing Accident/Incident Reports.” 

ATTACHMENTS: Policy Statement 

 Complaint Procedures 

 Internal Reporting Forms

RAILROAD AUDITS 

The railroad officer responsible for auditing the performance of the reporting function is: 

________________________________ _________________________________

 (Name) (Title) 

A railroad audit will be conducted at least once each calendar year. For purposes of inspection 

and copying by the FRA, the most recent railroad audit report may be found at: 

_____________________________________. 

 (Location) 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX I – Continued 

Appendix I - 8 Model Internal Control Plans

RAILROAD ORGANIZATION 

A. The specific departments within a railroad whose personnel regularly come into possession 

of information pertinent to the preparation of accident/incident reports to FRA are, for example, 

the medical, claims, legal, operating, mechanical, track, payroll, accounting, and personnel 

departments. In this railroad, the specific departments whose personnel regularly come into 

possession of information pertinent to the preparation of accident/incident reports to FRA are: 

 

 . 

B. The following persons are all of the managers and officers of the specific departments within 

the railroad whose departments regularly come into possession of information pertinent to the 

preparation of reports under Part 225. 

Name (optional) Title Department Reports to

 1._____________________________________________________________ 

 2._____________________________________________________________ 

 3._____________________________________________________________ 

 4._____________________________________________________________ 

 5._____________________________________________________________ 

 6._____________________________________________________________ 

 7._____________________________________________________________ 

NOTE: A current organization chart satisfies the requirement for identification of titles and 

chain of command under heading B. 

ACCIDENT/INCIDENT REPORTING OFFICER 

NAME: _____________________________ TITLE: ___________________ 

ADDRESS: ______________________________ TELEPHONE: _____________ 

(If different than above) 

 ______________________________ FAX: ___________________ 
FRA Guide for Preparing Accident/Incident Reports 

APPENDIX I – Continued 

Appendix I - 9 Model Internal Control Plans

CUSTODIAN(S) OF RECORDS

When using Form FRA F6180.107 or the alternate railroad-designed form, the following must be 

provided: 

Name(s) of Custodian(s) of Records: 

Title(s) of Custodian(s) of Records: 

Address(es) of Custodian(s) of Records: 

Where the Documents are Located: 
FRA Guide for Preparing Accident/Incident Reports 

Appendix J - 1 Instructions for Type of Territory 

Block 30 on Form FRA F 6180.54 

APPENDIX J

Instructions for Completing “Type of Territory” (Block 30) 

on the Rail Equipment Accident/Incident Report (Form FRA F 6180.54) 

The host railroad (railroad responsible for track maintenance) will determine/provide the “Type 

of Territory” in effect at the time of the accident. Other railroads involved should consult with 

the host railroad when completing this block. 

The codes used to complete the Type of Territory block are dependent on the Type of Track 

(block 20) on the Rail Equipment Accident/Incident Report, Form FRA F 6180.54. The railroad 

completing the report must first determine the type of track. Once the type of track is determined, 

then the Type of Territory codes can be completed. Each spreadsheet is labeled by the Type of 

Track and has its own allowable uses. 

Block 30 “Type of Territory” of the Rail Equipment Accident/Incident Report, Form FRA 

F 6180.54, has five positions for five codes. Only use the Type of Territory that was in effect at 

the time of the accident. 

• The first position—required—will indicate the type of territory (signaled or 

nonsignaled). 

• The second position—required—will indicate the authority for movement. 

• The third, fourth, and fifth positions—optional—are supplemental/adjunct codes. 

(They are mandatory to the extent that all applicable codes are entered). When 

used, they must be entered in hierarchical sequence, i.e., by order of precedence. 

For ease of reading, the supplemental/adjunct methods are listed in alphabetical 

order, followed by the code. 

Other—Narrative Required. This should be used when the situation cannot be adequately 

described with the existing codes. 

The railroad responsible for track maintenance will determine/provide the Type of Track and 

Type of Territory that were in effect at the time of the accident. 

Direct Train Control. This is an FRA umbrella term and refers to modern-day derivatives of 

traditional timetable/train order methodology. These methods of control have greatly modernized 

and simplified train operations by eliminating timetable schedules, train registers, superiority, and 

the attendant array of complicated operating rules. These systems are predicated on the train 

dispatcher having direct and continuous radio contact with all trains; hence the informal name 

"radio train dispatching." In place of the train order, there is a written document known variously 

as a track warrant, DTC clearance, OCS clearance, track permit, Form D, etc. There are two basic 

direct train control systems presently in use on today's railroads: one that uses fixed blocks (i.e., 

the limits are constant and are identified both in the timetable and by wayside signs); and one that 

uses variable blocks (i.e., the limits are not constant and are created by the train dispatcher for 

each train). 
FRA Guide for Preparing Accident/Incident Reports 

Appendix J - 2 Instructions for Type of Territory 

Block 30 on Form FRA F 6180.54 

These systems are variously identified in the industry as: 

 

 1. Track Warrant Control (TWC) 

 2. Direct Traffic Control (DTC) 

 3. Form D Control System (DCS) 

 4. Occupancy Control System (OCS) 

 5. Manual Block System (MBS) 

 _______________ 

(Note: these could all be considered stand-alone methods of operation and may be shown as 

such.) 
FRA Guide for Preparing Accident/Incident Reports 

Instructions for Type of Territory Appendix J - 3 Block 30 on Form FRA F 6180.54 

Type of Territory for Main Track

Position 1 Position 2 Position 3 Position 4 Position 5 

 

Method of Operation/ 

Signalization Authority for Movement Supplemental Codes Supplemental Codes Supplemental Codes

 

1 - Signaled 1 - Signal Indication A - Auto Cab Signals A - Auto Cab Signals A - Auto Cab Signals 

B - Auto Train Control B - Auto Train Control B - Auto Train Control 

C - Auto Train Stop C - Auto Train Stop C - Auto Train Stop 

D - Automatic Block Signals System D - Automatic Block Signals System D - Automatic Block Signals System 

G - Interlocking G - Interlocking G - Interlocking 

J - Positive Train Control J - Positive Train Control J - Positive Train Control 

L - Special Instructions L - Special Instructions L - Special Instructions 

Q - Traffic Control System/CTC Q - Traffic Control System/CTC Q - Traffic Control System/CTC 

R - Yard/Restricted Limits R - Yard/Restricted Limits R - Yard/Restricted Limits 

 Z - Other – Narrative Required Z - Other – Narrative Required Z - Other – Narrative Required 

 

1 - Signaled 2 - Direct Train Control A - Auto Cab Signals A - Auto Cab Signals A - Auto Cab Signals 

B - Auto Train Control B - Auto Train Control B - Auto Train Control 

C - Auto Train Stop C - Auto Train Stop C - Auto Train Stop 

D - Automatic Block Signals System D - Automatic Block Signals System D - Automatic Block Signals System 

F - Direct Traffic Control F - Direct Traffic Control F - Direct Traffic Control 

G - Interlocking G - Interlocking G - Interlocking 

J - Positive Train Control J - Positive Train Control J - Positive Train Control 

L - Special Instructions L - Special Instructions L - Special Instructions 

N - Time Table/Train Orders N - Time Table/Train Orders N - Time Table/Train Orders 

P - Track Warrant Control P - Track Warrant Control P - Track Warrant Control 

R - Yard/Restricted Limits R - Yard/Restricted Limits R - Yard/Restricted Limits 

Z - Other – Narrative Required Z - Other – Narrative Required Z - Other – Narrative Required 
FRA Guide for Preparing Accident/Incident Reports 

Instructions for Type of Territory Appendix J - 4 Block 30 on Form FRA F 6180.54 

Type of Territory for Main Track - Continued

Position 1 Position 2 Position 3 Position 4 Position 5 

 

Method of Operation/ 

Signalization Authority for Movement Supplemental Codes Supplemental Codes Supplemental Codes 

 

2 - Non Signaled 2 - Direct Train Control F - Direct Traffic Control E - Broken Rail Monitoring E - Broken Rail Monitoring 

 H - Manual Block System F - Direct Traffic Control F - Direct Traffic Control 

J - Positive Train Control H - Manual Block System H - Manual Block System 

L - Special Instructions J - Positive Train Control J - Positive Train Control 

N - Time Table/Train Orders L - Special Instructions L - Special Instructions 

P - Track Warrant Control M - Switch Point Monitoring M - Switch Point Monitoring 

Z - Other – Narrative Required N -Time Table/Train Orders N - Time Table/Train Orders 

P -Track Warrant Control P -Track Warrant Control 

Z - Other – Narrative Required Z - Other – Narrative Required 

 

2 - Non Signaled 3 - Yard/Restricted J - Positive Train Control E - Broken Rail Monitoring E - Broken Rail Monitoring 

 Limits L - Special Instructions J - Positive Train Control J - Positive Train Control 

Z - Other – Narrative Required L - Special Instructions L - Special Instructions 

M - Switch Point Monitoring M - Switch Point Monitoring 

Z - Other – Narrative Required Z - Other – Narrative Required 

 

2 - Non Signaled 4 - Block Register J - Positive Train Control E - Broken Rail Monitoring E - Broken Rail Monitoring 

 Territory Z - Other – Narrative Required M - Switch Point Monitoring M - Switch Point Monitoring 

Z - Other – Narrative Required Z - Other – Narrative Required 
FRA Guide for Preparing Accident/Incident Reports 

Instructions for Type of Territory Appendix J - 5 Block 30 on Form FRA F 6180.54 

Type of Territory for Other than Main Track or Siding Track to Include Yard Track and 

Industry Track

Position 1 Position 2 Position 3 Position 4 Position 5 

 

Method of Operation/ 

Signalization Authority for Movement Supplemental Codes Supplemental Codes Supplemental Codes 

 

1 - Signaled 5 - Other Than Main Track G - Interlocking G - Interlocking G - Interlocking 

(Standard Rule 105 L- Special Instructions L - Special Instructions L - Special Instructions 

or Equivalent) Z - Other – Narrative Required Z - Other – Narrative Required Z - Other – Narrative Required 

 

2 - Not Signaled 5 - Other Than Main Track K - Restricted Speed or Equivalent L - Special Instructions L- Special Instructions 

(Standard Rule 105 L - Special Instructions Z - Other – Narrative Required Z - Other – Narrative Required 

or Equivalent) Z - Other – Narrative Required 

 

 
FRA Guide for Preparing Accident/Incident Reports 

Instructions for Type of Territory Appendix J - 6 Block 30 on Form FRA F 6180.54 

Type of Territory for Siding Track

Position 1 Position 2 Position 3 Position 4 Position 5 

 

Method of Operation/ 

Signalization Authority for Movement Supplemental Codes Supplemental Codes Supplemental Codes 

 

1 - Signaled 1 - Signal Indication A - Auto Cab Signals A - Auto Cab Signals A - Auto Cab Signals 

B - Auto Train Control B - Auto Train Control B - Auto Train Control 

C - Auto Train Stop C - Auto Train Stop C - Auto Train Stop 

G - Interlocking G - Interlocking G - Interlocking 

J - Positive Train Control J - Positive Train Control J - Positive Train Control 

L - Special Instructions L - Special Instructions L - Special Instructions 

Q - Traffic Control System/CTC Q - Traffic Control System/CTC Q - Traffic Control System/CTC 

T- Other Than Main Track T - Other Than Main Track T - Other Than Main Track 

Z - Other - Narrative Required Z - Other - Narrative Required Z - Other - Narrative Required 

 

 

 

2 - Non Signaled 5 - Other Than Main Track E - Broken Rail Monitoring E - Broken Rail Monitoring E - Broken Rail Monitoring 

J - Positive Train Control J - Positive Train Control J - Positive Train Control 

L - Special Instructions L - Special Instructions L - Special Instructions 

M - Switch Point Monitoring M - Switch Point Monitoring M - Switch Point Monitoring 

Z - Other - Narrative Required Z - Other - Narrative Required Z - Other - Narrative Required 

 

No other codes allowed 
FRA Guide for Preparing Accident/Incident Reports 

 Appendix K - 1 Electronic Submission of Reports

APPENDIX K

Electronic Submission of Reports to FRA 

The instructions in this Guide are limited to issues associated with recordkeeping and reporting. 

Railroads may transmit their monthly reports to FRA by alternative means, as an electronic file 

on optical media or submitted over the Internet. The technical information needed for doing this 

is not described in this Guide, since it is not necessary for reporting decisions. A separate 

manual is available, upon request, that contains the specifications for doing this, and is titled 

“Companion Guide: Guidelines for Submitting Accident/Incident Reports by Alternative 

Methods.” 

To assist railroads in maintaining and submitting records and reports required by this rule, FRA 

developed the software package Accident/Incident Report Generator (AIRG) for personal 

computers that have Windows-based operating systems. FRA will provide you with a copy of 

this software free of charge, upon request by the reporting officer. You can find an AIRG 

Accident Incident Report Generator Request Form at: 

 http://safetydata.fra.dot.gov/OfficeofSafety/publicsite/Forms.aspx 

Railroads submitting electronically can either submit a printed copy of the signed Form FRA F 

6180.55, or alternatively send in a scanned copy of the signed form in .pdf or .jpg format. The 

railroad must maintain the original completed FRA Form F 6180.55 and the electronic 

notification of receipt of the form, per 49 CFR 225.27. 
FRA Guide for Preparing Accident/Incident Reports 

Appendix L - 1 49 CFR 225 

APPENDIX L

49 CFR 225 
1

PART 225-RAILROAD ACCIDENTS/INCIDENTS: REPORTS CLASSIFICATION, AND INVESTIGATIONS 

 Authority: 49 U.S.C. 103, 322(a), 20103, 20107, 20901-02, 21301, 21302, 21311; 28 U.S.C. 2461, note; and 49 

CFR 1.49. 

 Source: 39 FR 43224, Dec. 11, 1974, unless otherwise noted. 

 Effective Date: July 1, 2011. 

 Published: May 23, 2011. 

§ 225.1 Purpose. 

The purpose of this part is to provide the Federal Railroad Administration with accurate information concerning the 

hazards and risks that exist on the Nation's railroads. FRA needs this information to effectively carry out its 

regulatory responsibilities under 49 U.S.C. chapters 201-213. FRA also uses this information for determining 

comparative trends of railroad safety and to develop hazard elimination and risk reduction programs that focus on 

preventing railroad injuries and accidents. Any State may require railroads to submit to it copies of 

accident/incident and injury/illness reports filed with FRA under this part, for accidents/incidents and 

injuries/illnesses which occur in that State. 

§ 225.3 Applicability. 

(a) Except as provided in paragraphs (b), (c), and (d), this part applies to all railroads except-- 

(1) A railroad that operates freight trains only on track inside an installation which is not part of the general 

railroad system of transportation or that owns no track except for track that is inside an installation that is 

not part of the general railroad system of transportation and used for freight operations. 

(2) Rail mass transit operations in an urban area that are not connected with the general railroad system of 

transportation. 

(3) A railroad that exclusively hauls passengers inside an installation that is insular or that owns no track 

except for track used exclusively for the hauling of passengers inside an installation that is insular. An 

operation is not considered insular if one or more of the following exists on its line: 

 (i) A public highway-rail grade crossing that is in use; 

 (ii) An at-grade rail crossing that is in use; 

 (iii) A bridge over a public road or waters used for commercial navigation; or 

(iv) A common corridor with a railroad, i.e., its operations are within 30 feet of those of any 

railroad. 

(b) The Internal Control Plan requirements in § 225.33(a)(3) through (a)(11) do not apply to-- 

(1) Railroads that operate or own track on the general railroad system of transportation that have 15 or 

fewer employees covered by the hours of service law (49 U.S.C. 21101-21107) and 

 (2) Railroads that operate or own track exclusively off the general system. 

(c) The recordkeeping requirements regarding accountable injuries and illnesses and accountable rail equipment 

accidents/incidents found in § 225.25(a) through (g) do not apply to-- 

(1) Railroads that operate or own track on the general railroad system of transportation that have 15 or 

fewer employees covered by the hours of service law (49 U.S.C. 21101-21107) and 

 (2) Railroads that operate or own track exclusively off the general system. 

 (d) All requirements in this part to record or report an injury or illness incurred by any classification of person that 

results from a non-train incident do not apply to railroads that operate or own track exclusively off the general 

railroad system of transportation, unless the non-train incident involves in- service on-track equipment. 

§ 225.5 Definitions. 

 As used in this part— 
2

 Accident/incident means: 

 (1) Any impact between railroad on-track equipment and a highway user at a highway-rail grade crossing. The 

term “highway user” includes automobiles, buses, trucks, motorcycles, bicycles, farm vehicles, pedestrians, and all 

other modes of surface transportation motorized and un-motorized; 

 (2) Any collision, derailment, fire, explosion, act of God, or other event involving operation of railroad on-track 

equipment (standing or moving) that results in reportable damages greater than the current reporting threshold to 

railroad on-track equipment, signals, track, track structures, and roadbed; 

 (3) Each death, injury, or occupational illness that is a new case and meets the general reporting criteria listed in 

§ 225.19(d)(1) through (d)(6) if an event or exposure arising from the operation of a railroad is a discernable cause 

of the resulting condition or a discernable cause of a significant aggravation to a pre-existing injury or illness. The 

event or exposure arising from the operation of a railroad need only be one of the discernable causes; it need not be 

the sole or predominant cause. 

 Accountable injury or illness means any abnormal condition or disorder of a railroad employee that causes or 

requires the railroad employee to be examined or treated by a qualified health care professional, regardless of 

whether or not it meets the general reporting criteria listed in § 225.19(d)(1) through (d)(6), and the railroad 

employee claims that, or the railroad otherwise has knowledge that, an event or exposure arising from the operation 

of the railroad is a discernable cause of the abnormal condition or disorder. 

 Accountable rail equipment accident/incident means 

 (1) Any derailment regardless of whether or not it causes any damage or 

 (2) Any collision, highway-rail grade crossing accident/incident, obstruction accident, other impact, fire or 

violent rupture, explosion-detonation, act of God, or other accident/incident involving the operation of railroad ontrack equipment (standing or moving) that results in damage to the railroad on-track equipment (standing or 

moving), signals, track, track structures or roadbed and that damage impairs the functioning or safety of the railroad 

on-track equipment (standing or moving), signals, track, track structures or roadbed. 

 Covered data means information that must be reported to FRA under this part concerning a railroad employee 

injury or illness case that is reportable exclusively because a physician or other licensed health care professional-- 

 (1) Recommended in writing that-- 

(i) The employee take one or more days away from work when the employee instead reports to work (or 

would have reported had he or she been scheduled) and takes no days away from work in connection with 

the injury or illness, 

(ii) The employee work restricted duty for one or more days when the employee instead works unrestricted 

(or would have worked unrestricted had he or she been scheduled) and takes no days of restricted work 

activity in connection with the injury or illness, or 

(iii) The employee take over-the-counter medication at a dosage equal to or greater than the minimum 

prescription strength, whether or not the employee actually takes the medication; or 

(2) Made a one-time topical application of a prescription-strength medication to the employee's injury. 

 Day away from work means a day away from work as described in paragraph (1) of this definition or, if 

paragraph (1) does not apply, a day away from work solely for reporting purposes as described in paragraph (2) of 

this definition. For purposes of this definition, the count of days includes all calendar days, regardless of whether 

the employee would normally be scheduled to work on those days (e.g., weekend days, holidays, rest days, and 

vacation days), and begins on the first calendar day after the railroad employee has been examined by a physician 

or other licensed health care professional (PLHCP) and diagnosed with a work-related injury or illness. In 

particular, the term means-- 

(1) Each calendar day that the employee, for reasons associated with his or her condition, does not report to work 

(or would have been unable to report had he or she been scheduled) if not reporting results from: 

 (i) A PLHCP's written recommendation not to work, or 

 (ii) A railroad's instructions not to work, if the injury or illness is otherwise reportable; or 

(2) A minimum of one calendar day if a PLHCP, for reasons associated with the employee's condition, 

recommends in writing that the employee take one or more days away from work, but the employee instead 

reports to work (or would have reported had he or she been scheduled). This paragraph is intended to take into 
3

account ``covered data'' cases and also those non-covered data cases that are independently reportable for some 

other reason (e.g., ``medical treatment'' or ``day of restricted work activity''). The requirement to report ``a 

minimum of one calendar day'' is intended to give a railroad the discretion to report up to the total number of 

days recommended by the PLHCP. 

 Day of restricted work activity means a day of restricted work activity as described in paragraph (1) of this 

definition or, if paragraph (1) does not apply, a day of restricted work activity solely for reporting purposes as 

described in paragraph (2) of this definition; in both cases, the work restriction must affect one or more of the 

employee's routine job functions (i.e., those work activities regularly performed at least once per week) or prevent 

the employee from working the full workday that he or she would otherwise have worked. For purposes of this 

definition, the count of days includes all calendar days, regardless of whether the employee would normally be 

scheduled to work on those days (e.g., weekend days, holidays, rest days, and vacation days), and begins on the 

first calendar day after the railroad employee has been examined by a physician or other licensed health care 

professional (PLHCP) and diagnosed with a work-related injury or illness. In particular, the term means-- 

 (1) Each calendar day that the employee, for reasons associated with his or her condition, works restricted duty 

(or would have worked restricted duty had he or she been scheduled) if the restriction results from: 

 (i) A PLHCP's written recommendation to work restricted duty, or 

(ii) A railroad's instructions to work restricted duty, if the injury or illness is otherwise reportable; or 

 (2) A minimum of one calendar day if a PLHCP, for reasons associated with the employee's condition, 

recommends in writing that the employee work restricted duty for one or more days, but the employee instead 

works unrestricted (or would have worked unrestricted had he or she been scheduled). This paragraph is intended to 

take into account ``covered data'' cases and also those non-covered data cases that are independently reportable for 

some other reason (e.g., “medical treatment” or “day of restricted work activity”). The requirement to report “a 

minimum of one calendar day'' is intended to give a railroad the discretion to report up to the total number of days 

recommended by the PLHCP. 

 Discernable cause means a causal factor capable of being recognized by the senses or the understanding. An 

event or exposure arising from the operation of a railroad is a discernable cause of (i.e., discernably caused) an 

injury or illness if, considering the circumstances, it is more likely than not that the event or exposure is a cause of 

the injury or illness. The event or exposure arising from the operation of a railroad need not be a sole, predominant 

or significant cause of the injury or illness, so long as it is a cause (i.e., a contributing factor). 

 Employee human factor includes any of the accident causes signified by the train accident cause codes listed 

under ``Train Operation--Human Factors'' in the current ``FRA Guide for Preparing Accidents/Incidents Reports,'' 

except for those train accident cause codes pertaining to non-railroad workers. For purposes of this definition 

``employee'' includes the classifications of Worker on Duty--Employee, Employee not on Duty, Worker on Duty--

Contractor, and Worker on Duty--Volunteer. 

 Establishment means a single physical location where workers report to work, where railroad business is 

conducted, or where services or operations are performed. Examples are: a division office, general office, repair or 

maintenance facility, major switching yard or terminal. For employees who are engaged in dispersed operations, 

such as signal or track maintenance workers, an ``establishment'' is typically a location where work assignments are 

initially made and oversight responsibility exists, e.g., the establishment where the signal supervisor or roadmaster 

is located. 

 Event or exposure includes an incident, activity, or occurrence. 

 Event or exposure arising from the operation of a railroad means— 

(1) With respect to a person who is not an employee of the railroad: 

(i) A person who is on property owned, leased, maintained or operated by the railroad, an event or exposure 

that is related to the performance of the railroad’s rail transportation business; or 

(ii) A person who is not on property owned, leased, maintained or operated over by the railroad, an event or 

exposure directly resulting from one or more of the following railroad operations: 

(A) A train accident or a train incident involving the railroad; or 
4

(B) A release of a hazardous material from a railcar in the possession of the railroad or of another 

dangerous commodity that is related to the performance of the railroad’s rail transportation 

business. 

(2) With respect to a person who is an employee of the railroad, an event or exposure that is work-related. 

 FRA representative means the Associate Administrator for Safety, FRA; the Associate Administrator's delegate 

(including a qualified State inspector acting under part 212 of this chapter); the Chief Counsel, FRA; or the Chief 

Counsel's delegate. 

 General reporting criteria means the criteria listed in § 225.19(d)(1) through (6). 

 Highway-rail grade crossing means: 

 (1) A location where a public highway, road, or street, or a private roadway, including associated sidewalks, 

crosses one or more railroad tracks at grade; or 

 (2) A location where a pathway explicitly authorized by a public authority or a railroad carrier that is dedicated 

for the use of non-vehicular traffic, including pedestrians, bicyclists, and others, that is not associated with a public 

highway, road, or street, or a private roadway, crosses one or more railroad tracks at grade. The term “sidewalk” 

means that portion of a street between the curb line, or the lateral line of a roadway, and the adjacent property line 

or, on easements of private property, that portion of a street that is paved or improved and intended for use by 

pedestrians. 

 Injury or illness means an abnormal condition or disorder. Injuries include cases such as, but not limited to, a 

cut, fracture, sprain, or amputation. Illnesses include both acute and chronic illnesses, such as but not limited to, a 

skin disease, respiratory disorder, or poisoning. A musculoskeletal disorder is also an injury or illness. Pain is an 

injury or illness when it is sufficiently severe to meet the general reporting criteria listed in § 225.19(d)(1) through 

(6). 

 Joint operations means rail operations conducted on a track used jointly or in common by two or more railroads 

subject to this part or operation of a train, locomotive, car, or other on-track equipment by one railroad over the 

track of another railroad. 

 Medical removal means medical removal under the medical surveillance requirements of the Occupational Safety 

and Health Administration standard in 29 CFR part 1910 in effect during calendar year 2002, even if the case does 

not meet one of the general reporting criteria. 

 Medical treatment means any medical care or treatment beyond “first aid” regardless of who provides such 

treatment. Medical treatment does not include diagnostic procedures, such as X-rays and drawing blood samples. 

Medical treatment also does not include counseling. 

 Musculoskeletal disorder (MSD) means a disorder of the muscles, nerves, tendons, ligaments, joints, cartilage, 

and spinal discs. The term does not include disorders caused by slips, trips, falls, motor vehicle accidents, or other 

similar accidents. Examples of MSDs include: Carpal tunnel syndrome, Rotator cuff syndrome, De Quervain's 

disease, Trigger finger, Tarsal tunnel syndrome, Sciatica, Epicondylitis, Tendinitis, Raynaud's phenomenon, Carpet 

layers knee, Herniated spinal disc, and Low back pain. 

 Needlestick or sharps injury means a cut, laceration, puncture, or scratch from a needle or other sharp object that 

involves contamination with another person's blood or other potentially infectious material, even if the case does 

not meet one of the general reporting criteria. 

 New case means a case in which either the injured or ill person has not previously experienced a reported injury 

or illness of the same type that affects the same part of the body, or the injured or ill person previously experienced 

a reported injury or illness of the same type that affected the same part of the body but had recovered completely 

(all signs and/or symptoms disappeared) from the previous injury or illness, and an event or exposure arising from 

the operation of a railroad discernably caused the signs and/or symptoms to reappear. 
5

 Non-train incident means an event that results in a reportable casualty, but does not involve the movement of ontrack equipment nor cause reportable damage above the threshold established for train accidents. 

 Occupational hearing loss means a diagnosis of occupational hearing loss by a physician or other licensed health 

care professional, where the employee's audiogram reveals a work-related Standard Threshold Shift (STS) (i.e., at 

least a 10-decibel change in hearing threshold, relative to the baseline audiogram for that employee) in hearing in 

one or both ears, and the employee's total hearing level is 25 decibels or more above audiometric zero (averaged at 

2000, 3000, and 4000 Hz) in the same ear(s) as the STS. 

 Occupational illness means any abnormal condition or disorder, as diagnosed by a physician or other licensed 

health care professional, of any person who falls under the definition for the classification of Worker on Duty--

Employee, other than one resulting from injury, discernably caused by an environmental factor associated with the 

person's railroad employment, including, but not limited to, acute or chronic illnesses or diseases that may be 

caused by inhalation, absorption, ingestion, or direct contact. 

 Occupational tuberculosis means the occupational exposure of an employee to anyone with a known case of 

active tuberculosis if the employee subsequently develops a tuberculosis infection, as evidenced by a positive skin 

test or diagnosis by a physician or other licensed health care professional, even if the case does not meet one of the 

general reporting criteria. 

 Privacy concern case is any occupational injury or illness in the following list: 

 (1) Any injury or illness to an intimate body part or the reproductive system; 

 (2) An injury or illness resulting from a sexual assault; 

 (3) Mental illnesses; 

 (4) HIV infection, hepatitis, or tuberculosis; 

 (5) Needlestick and sharps injuries; and 

 (6) Other injuries or illnesses, if the employee independently and voluntarily requests in writing to the railroad 

reporting officer that his or her injury or illness not be posted. 

 Person includes all categories of entities covered under 1 U.S.C. 1, including, but not limited to, a railroad; any 

manager, supervisor, official, or other employee or agent of a railroad; any owner, manufacturer, lessor, or lessee of 

railroad equipment, track, or facilities; any passenger; any trespasser or nontrespasser; any independent contractor 

providing goods or services to a railroad; any volunteer providing goods or services to a railroad; and any employee 

of such owner, manufacturer, lessor, lessee, or independent contractor. 

 Qualified health care professional is a health care professional operating within the scope of his or her license, 

registration, or certification. In addition to licensed physicians, the term includes members of other occupations 

associated with patient care and treatment such as chiropractors, podiatrists, physicians assistants, psychologists, 

and dentists. 

 Railroad means a railroad carrier. 

 Railroad carrier means a person providing railroad transportation. 

 Railroad transportation means any form of non-highway ground transportation that run on rails or electromagnetic guideways, including commuter or other short-haul railroad passenger service in a metropolitan or 

suburban area, as well as any commuter railroad service that was operated by the Consolidated Rail Corporation as 

of January 1, 1979, and high speed ground transportation systems that connect metropolitan areas, without regard to 

whether they use new technologies not associated with traditional railroads. Such term does not include rapid transit 

operations within an urban area that are not connected to the general railroad system of transportation. 

 Significant aggravation of a pre-existing injury or illness means aggravation of a pre-existing injury or illness 

that is discernably caused by an event or exposure arising from the operation of a railroad that results in: 
6

 (1) With respect to any person: 

(i) Death, provided that the pre-existing injury or illness would likely not have resulted in death but 

for the event or exposure; 

(ii) Loss of consciousness, provided that the pre-existing injury or illness would likely not have 

resulted in loss of consciousness but for the event or exposure; or 

(iii) Medical treatment in a case where no medical treatment was needed for the injury or illness 

before the event or exposure, or a change in the course of medical treatment that was being 

provided before the event or exposure. 

(2) With respect to a railroad employee, one or more days away from work, or days of restricted work, or 

days of job transfer that otherwise would not have occurred but for the event or exposure. 

 Significant change in the damage costs for reportable rail equipment accidents/incidents means at least a tenpercent variance between the damage amount reported to FRA and current cost figures. 

 Significant change in the number of reportable days away from work or days restricted means at least a tenpercent variance in the number of actual reportable days away from work or days restricted compared to the 

number of days already reported. 

 Significant illness means an illness involving cancer or a chronic irreversible disease such as byssinosis or 

silicosis, if the disease does not result in death, a day away from work, restricted work, job transfer, medical 

treatment, or loss of consciousness. 

 Significant injury means an injury involving a fractured or cracked bone or a punctured eardrum, if the injury 

does not result in death, a day away from work, restricted work, job transfer, medical treatment, or loss of 

consciousness. 

 Suicide data means data regarding the death of an individual due to the individual’s commission of suicide as 

determined by a coroner, public police officer or other public authority or injury to an individual due to that 

individual’s attempted commission of suicide as determined by a public police office or other public authority. 

Only the death of, or injury to, the individual who committed the suicidal act is suicide data. Therefore, casualties 

to a person caused by the suicidal act of another person are not considered suicide data. 

 Train accident means any collision, derailment, fire, explosion, act of God, or other event involving operation of 

railroad on-track equipment (standing or moving) that results in damages greater than the current reporting 

threshold to railroad on-track equipment, signals, track, track structures, and roadbed. 

 Train incident means any event involving the movement of on-track equipment that results in a reportable 

casualty but does not cause reportable damage above the current threshold established for train accidents. 

 Work environment means the establishment and other locations where one or more railroad employees are 

working or present as a condition of their employment. The work environment includes not only physical 

locations, but also the equipment or materials processed or used by an employee during the course of his or her 

work, and activities of a railroad employee associated with his or her work, whether on or off the railroad’s 

property. 

 

 Work related means related to an event or exposure occurring within the work environment. An injury or illness 

is presumed work-related if an event or exposure occurring in the work environment is a discernable cause of the 

resulting condition or a discernable cause of a significant aggravation to a pre-existing injury or illness. The causal 

event or exposure need not be peculiarly occupational so long as it occurs at work. For example, a causal event or 

exposure may be outside the employer’s control, such as a lightning strike; involve activities that occur at work but 

are not directly productive, such as horseplay; or involve activities that are not peculiar to work, such as walking on 

a level floor, bending down, climbing stairs or sneezing. Such activities, along with other normal body movements, 

are considered events. So long as the event or exposure occurred at work and is a discernable cause of the injury or 

illness, the injury or illness is work-related. It does not matter whether there are other or bigger causes as well, or 
7

that the activity at work is no different from actions performed outside work. If an injury is within the presumption 

of work-relatedness, the employer can rebut work-relatedness only by showing that the case falls within an 

exception listed in § 225.15. In cases where it is not obvious whether a precipitating event or exposure occurred at 

work or outside work, the employer must evaluate the employee’s work duties and environment and decide whether 

it is more likely than not that an event or exposure at work was at least one of the causes of the injury of the injury 

or illness. 

§ 225.6 Consolidated reporting. 

A parent corporation may request in writing that FRA treat its commonly controlled railroad carriers, which operate 

as a single, seamless, integrated United States rail system, as a single railroad carrier for purposes of this part. 

(a) The written request must include the following: 

(1) A list of the subsidiary railroads controlled by the parent corporation; and 

(2) An explanation as to how the subsidiary railroads operate as a single, seamless, integrated United States 

railroad system. 

(b) The request must be sent to the FRA Docket Clerk, Federal Railroad Administration, U.S. Department of 

Transportation, RCC-10, Mail Stop 10, West Building 3rd Floor, Room W31-109, 1200 New Jersey Avenue, SE., 

Washington, DC 20590. Each request received shall be acknowledged in writing. The acknowledgment shall 

contain the docket number assigned to the request and state the date the request was received. 

(c) FRA will notify the applicant parent corporation of the agency’s decision within 90 days of receipt of the 

application. 

(d) If FRA approves the request, the parent corporation must enter into a written agreement with FRA specifying 

which subsidiaries are included in its railroad system, agreeing to assume responsibility for compliance with this 

part for all named subsidiaries making up the system, and consenting to guarantee any monetary penalty 

assessments or other liabilities owed to the United States government that are incurred by the named subsidiaries 

for violating Federal accident/incident reporting requirements. Any change in the subsidiaries making up the 

railroad system requires immediate notification to FRA and execution of an amended agreement. Executed 

agreements will be published in the docket. 

 

§ 225.7 Public examination and use of reports. 

(a) Accident/Incident reports made by railroads in compliance with these rules shall be available to the public in the 

manner prescribed by part 7 of this title. Accident/Incident reports may be inspected at the U.S. Department of 

Transportation, Federal Railroad Administration, Office of Safety, West Building 3rd Floor, 1200 New Jersey 

Avenue, SE., Washington, DC 20590. Written requests for a copy of a report should be addressed to the Freedom 

of Information Act Coordinator, Office of Chief Counsel, Federal Railroad Administration, U.S. Department of 

Transportation, RCC-10, Mail Stop 10, West Building 3rd Floor, Room W33-437, 1200 New Jersey Avenue, SE., 

Washington, DC 20590, and be accompanied by the appropriate fee prescribed in part 7 of this title. To facilitate 

expedited handling, each request should be clearly marked "FOIA Request for Accident/Incident Report." For 

additional information on submitting a FOIA request to FRA see FRA’s website at http://www.fra.dot.gov/us/foia.

 (b) 49 U.S.C. 20903 provides that monthly reports filed by railroads under § 225.11 may not be admitted as 

evidence or used for any purpose in any action for damages growing out of any matters mentioned in these monthly 

reports. The Employee Human Factor Attachment, Notice, and Employee Supplement under § 225.12 are part of 

the reporting railroad's accident report to FRA pursuant to the 49 U.S.C. 20901 and, as such, shall not ``be admitted 

as evidence or used for any purpose in any suit or action for damages growing out of any matter mentioned in said 

report * * *.'' 49 U.S.C. 20903. 
8

§ 225.9 Telephonic reports of certain accidents/incidents and other events. 

(a) Types of accidents/incidents and other events to be reported-- 

(1) Certain deaths or injuries. Each railroad must report immediately, as prescribed in paragraphs (b) 

through (d) of this section, whenever it learns of the occurrence of an accident/incident arising from the 

operation of the railroad, or an event or exposure that may have arisen from the operation of the railroad, 

that results in the-- 

 (i) Death of a rail passenger or a railroad employee; 

(ii) Death of an employee of a contractor to a railroad performing work for the railroad on property 

owned, leased, or maintained by the contracting railroad; or 

 (iii) Death or injury of five or more persons. 

(2) Certain train accidents or train incidents. Each railroad must report immediately, as prescribed in 

paragraphs (b) through (d) of this section, whenever it learns of the occurrence of any of the following 

events that arose from the operation of the railroad: 

(i) A train accident that results in serious injury to two or more train crewmembers or passengers 

requiring their admission to a hospital; 

 (ii) A train accident resulting in evacuation of a passenger train; 

(iii) A fatality resulting from a train accident or train incident at a highway-rail grade crossing 

when death occurs within 24 hours of the accident/incident; 

(iv) A train accident resulting in damage (based on a preliminary gross estimate) of $150,000 or 

more to railroad and nonrailroad property; or 

(v) A train accident resulting in damage of $25,000 or more to a passenger train, including railroad 

and nonrailroad property. 

(3) Train accidents on or fouling passenger service main lines. The dispatching railroad must report 

immediately, as prescribed in paragraphs (b) through (d) of this section, whenever it learns of the 

occurrence of any train accident reportable as a rail equipment accident/incident under § § 225.11 and 

225.19(c)— 

(i) That involves a collision or derailment on a main line that is used for scheduled passenger 

service; or 

 (ii) That fouls a main line used for scheduled passenger service. 

(b) Method of reporting. 

(1) Telephonic reports required by this section shall be made by toll-free telephone to the National 

Response Center, Area Code 800-424-8802 or 800-424-0201. 

(2) Through one of the same telephone numbers (800-424-0201), the National Response Center (NRC) also 

receives notifications of rail accidents for the National Transportation Safety Board (49 CFR part 840) and 

the Research and Special Programs Administration of the U.S. Department of Transportation (Hazardous 

Materials Regulations, 49 CFR 171.15). FRA Locomotive Safety Standards require certain locomotive 

accidents to be reported by telephone to the NRC at the same toll-free number (800-424-0201). 49 CFR 

229.17. 

(c) Contents of report. Each report must state the: 

(1) Name of the railroad; 

 (2) Name, title, and telephone number of the individual making the report; 

 (3) Time, date, and location of the accident/incident; 

 (4) Circumstances of the accident/incident; 

 (5) Number of persons killed or injured; and 

 (6) Available estimates of railroad and non-railroad property damage. 

(d) Timing of report. 

(1) To the extent that the necessity to report an accident/incident depends upon a determination of fact or an 

estimate of property damage, a report will be considered immediate if made as soon as possible following 

the time that the determination or estimate is made, or could reasonably have been made, whichever comes 
9

first, taking into consideration the health and safety of those affected by the accident/incident, including 

actions to protect the environment. 

(2) NTSB has other specific requirements regarding the timeliness of reporting. See 49 CFR part 840. 

§ 225.11 Reporting of accidents/incidents. 

(a) Each railroad subject to this part shall submit to FRA a monthly report of all railroad accidents/incidents 

described below:

(1) Highway-rail grade crossing accidents/incidents described in § 225.19;

(2) Rail equipment accidents/incidents described in § 225.19; and 

(3) Death, injury and occupational illness accidents/incidents described in § 225.19. 

(b) The report shall be made on the forms prescribed in § 225.21 in hard copy or, alternatively, by means of optical 

media or electronic submission via the Internet, as prescribed in § 225.37, and shall be submitted within 30 days 

after expiration of the month during which the accidents/incidents occurred. Reports shall be completed as required 

by the current FRA Guide. A copy of the FRA Guide may be obtained from the U.S. Department of 

Transportation, Federal Railroad Administration, Office of Safety Analysis, RRS-22, Mail Stop 25 West Building 

3rd Floor, Room W33-107, 1200 New Jersey Avenue, SE., Washington, DC 20590 or downloaded from FRA’s 

Office of Safety Analysis website at http://safetydata.fra.dot.gov/officeofsafety/, and click on “Click Here for 

Changes in Railroad Accident/Incident Recordkeeping and Reporting.” 

§ 225.12 Rail Equipment Accident/Incident Reports alleging employee human factor as cause; Employee 

Human Factor Attachment; notice to employee; employee supplement. 

(a) Rail Equipment Accident/Incident Report alleging employee human factor as cause; completion of Employee 

Human Factor Attachment. If, in reporting a rail equipment accident/incident to FRA, a railroad cites an employee 

human factor as the primary cause or a contributing cause of the accident; then the railroad that cited such 

employee human factor must complete, in accordance with instructions on the form and in the current ``FRA Guide 

for Preparing Accident/Incident Reports,'' an Employee Human Factor Attachment form on the accident. For 

purposes of this section, ``employee'' is defined as a Worker on Duty--Employee, Employee not on Duty, Worker 

on Duty--Contractor, or Worker on Duty--Volunteer. 

(b) Notice to identified implicated employees. Except as provided in paragraphs (e) and (f) of this section, for each 

employee whose act, omission, or physical condition was alleged by the railroad as the employee human factor that 

was the primary cause or a contributing cause of a rail equipment accident/incident and whose name was listed in 

the Employee Human Factor Attachment for the accident and for each such railroad employee of whose identity the 

railroad has actual knowledge, the alleging railroad shall-- 

(1) Complete part I, ``Notice to Railroad Employee Involved in Rail Equipment Accident/Incident 

Attributed to Employee Human Factor,'' of Form FRA F 6180.78 with information regarding the accident, 

in accordance with instructions on the form and in the current ``FRA Guide for Preparing Accident/Incident 

Reports''; and 

(2) Hand deliver or send by first class mail (postage prepaid) to that employee, within 45 days after the end 

of the month in which the rail equipment accident/incident occurred-- 

(i) A copy of Form FRA F 6180.78, ``Notice to Railroad Employee Involved in Rail Equipment 

Accident/Incident Attributed to Employee Human Factor; Employee Statement Supplementing 

Railroad Accident Report,'' with part I completed as to the applicable employee and accident; 

(ii) A copy of the railroad's Rail Equipment Accident/Incident Report and Employee Human 

Factor Attachment on the rail equipment accident/incident involved; and 

(iii) If the accident was also reportable as a highway-rail grade crossing accident/incident, a copy 

of the railroad's Highway-Rail Grade Crossing Accident/Incident Report on that accident. 

(c) Joint operations. If a reporting railroad makes allegations under paragraph (a) of this section concerning the 

employee of another railroad, the employing railroad must promptly provide the name, job title, address, and 

medical status of any employee reasonably identified by the alleging railroad, if requested by the alleging railroad. 
10

(d) Late identification. Except as provided in paragraphs (e) and (f) of this section, if a railroad is initially unable to 

identify a particular railroad employee whose act, omission, or physical condition was cited by the railroad as a 

primary or contributing cause of the accident, but subsequently makes such identification, the railroad shall submit 

a revised Employee Human Factor Attachment to FRA immediately, and shall submit the Notice described in 

paragraph (b) of this section to that employee within 15 days of when the revised report is to be submitted. 

 (e) Deferred notification on medical grounds. The reporting railroad has reasonable discretion to defer notification 

of implicated employees on medical grounds. 

(f) Implicated employees who have died by the time that the Notice is ready to be sent. 

(1) If an implicated employee has died as a result of the accident, a Notice under paragraph (b) addressed to 

that employee must not be sent to any person. 

(2) If an implicated employee has died of whatever causes by the time that the Notice is ready to be sent, no 

Notice addressed to that employee is required. 

(g) Employee Statement Supplementing Railroad Accident Report (Supplements or Employee Supplements). 

(1) Employee Statements Supplementing Railroad Accident Reports are voluntary, not mandatory; 

nonsubmission of a Supplement does not imply that the employee admits or endorses the railroad's 

conclusions as to cause or any other allegations. 

(2) Although a Supplement is completely optional and not required, if an employee wishes to submit a 

Supplement and assure that, after receipt, it will be properly placed by FRA in a file with the railroad's Rail 

Equipment Accident/Incident Report and that it will be required to be reviewed by the railroad that issued 

the Notice, the Supplement must be made on part II of Form FRA F 6180.78 (entitled ``Notice to Railroad 

Employee Involved in Rail Equipment Accident/Incident Attributed to Employee Human Factor; Employee 

Statement Supplementing Railroad Accident Report''), following the instructions printed on the form. These 

instructions require that, within 35 days of the date that the Notice was hand delivered or sent by first class 

mail (postage prepaid) to the employee (except for good cause shown), the original of the Supplement be 

filed with FRA and a copy be hand delivered or sent by first class mail (postage prepaid) to the railroad that 

issued the Notice so that the railroad will have an opportunity to reassess its reports to FRA concerning the 

accident. 

(3) Information that the employee wishes to withhold from the railroad must not be included in this 

Supplement. If an employee wishes to provide confidential information to FRA, the employee should not 

use the Supplement form (part II of Form FRA F 6180.78, “Notice to Railroad Employee Involved in Rail 

Equipment Accident/Incident Attributed to Employee Human Factor; Employee Statement Supplementing 

Railroad Accident Report”), but rather provide such confidential information by other means, such as a 

letter to the employee's collective bargaining representative, or to the U.S. Department of Transportation, 

Federal Railroad Administration, Office of Safety Analysis, RRS-22, Mail Stop 25 West Building 3rd 

Floor, Room W 33-306, 1200 New Jersey Avenue, SE., Washington, DC 20590. The letter should include 

the name of the railroad making the allegations, the date and place of the accident, and the rail equipment 

accident/incident number. 

(h) Willful false statements; penalties. If an employee chooses to submit a Supplement to FRA, all of the 

employee's assertions in the Supplement must be true and correct to the best of the employee's knowledge and 

belief. 

(1) Under 49 U.S.C. 21301, 21302, and 21304, any person who willfully files a false Supplement with FRA 

is subject to a civil penalty. See appendix A to this part. 

(2) Any person who knowingly and willfully files a false Supplement is subject to a $5,000 fine, or up to 

two years'' imprisonment, or both, under 49 U.S.C. 21311. 

§ 225.13 Late reports. 

 Whenever a railroad discovers that a report of an accident/incident, through mistake or otherwise, has been 

improperly omitted from or improperly reported on its regular monthly accident/incident report, a report covering 
11

this accident/incident together with a letter of explanation must be submitted immediately. Whenever a railroad 

receives a partially or fully completed Employee Statement Supplementing Railroad Accident Report (part II of 

Form FRA F 6180.78), in response to a Notice to Railroad Employee (part I of Form FRA F 6180.78) issued by the 

railroad and mailed or hand delivered to the employee, the railroad must promptly review that Supplement; based 

on that review, reassess the accuracy and validity of the railroad's Rail Equipment Accident/Incident Report and of 

any other reports and records required by this part concerning the same accident, including the Employee Human 

Factor Attachment; make all justified revisions to each of those reports and records; submit any amended reports to 

FRA; and submit a copy of any amended Rail Equipment Accident/Incident Report, Employee Human Factor 

Attachment, and Highway-Rail Grade Crossing Accident/Incident Report on the accident to the employee. A 

second notice under § 225.12 is not required for the employee. If an employee who was never sent a notice under § 

225.12 for that accident is implicated in the revised Employee Human Factor Attachment, the railroad must follow 

the procedures of § 225.12(d). 

§ 225.15 Accidents/incidents not to be reported. 

The following accidents/incidents are not reportable: 

(a) With respect to persons other than railroad employees. A railroad need not report injuries that occur at 

highway-rail grade crossings that do not involve the presence or operation of on-track equipment, or the presence of 

railroad employees then engaged in the operation of a railroad; 

(b) With respect to railroad employees on duty. A railroad is not to report the following injuries to or illnesses of a 

railroad employee as Worker on Duty – Employee (Class A), if any of the conditions in this paragraph (b) are met. 

(These exceptions apply only to Worker on Duty – Employee (Class A) and do not affect a railroad’s obligation to 

report these injuries and illnesses as other types of persons (Employee Not On duty (Class B); Passenger on Trains 

(Class C); Nontrespassers-On Railroad Property (Class D); Trespassers (Class E)), or a railroad’s obligation to 

maintain a “Railroad Employee Injury/Illness Record” (Form FRA F 6180.98 or alternative railroad-designed 

form)). 

(1) The injury or illness occurred in or about living quarters and an event or exposure not arising from the 

operation of a railroad was the cause; 

(2) At the time of the injury or illness, the employee was present in the work environment as a member of 

the general public rather than as an employee; or 

(3) The injury or illness is caused by a motor vehicle accident and occurs on a company parking lot or 

company access road while the employee is commuting to or from work. 

(c) With respect to railroad employees on or off duty. A railroad is not to report the following injuries to or illnesses 

of a railroad employee, Worker on Duty – Employee (Class A) or Employee Not On duty (Class B), if any of the 

following conditions in this paragraph (c) are met: 

(1) The injury or illness involves signs or symptoms that surface at work but result solely from a non-workrelated event or exposure that occurs outside the work environment; 

(2) The injury or illness results solely from voluntary participation in a wellness program or in a medical, 

fitness, or recreational activity such as blood donation, physical examination, flu shot, exercise class, 

racquetball, or baseball; 

(3) The injury or illness is solely the result of an employee eating, drinking, or preparing food or drink for 

personal consumption. However, if the employee is made ill by ingesting food contaminated by workplace 

contaminants (such as lead), or gets food poisoning from food supplied by the employer, the case would be 

considered work-related and reported as either a Worker on Duty – Employee (Class A) or Employee Not 

On duty (Class B) depending on the employees duty status; 

(4) The injury or illness is solely the result of an employee doing personal tasks (unrelated to their 

employment) at the establishment outside of the employee's assigned working hours; 
12

(5) The injury or illness is solely the result of personal grooming, self medication for a non-work-related 

condition, or is intentionally self-inflicted (except that for FRA reporting purposes a railroad shall not 

exclude an accountable or reportable injury or illness that is the result of a suicide or attempted suicide); 

(6) The illness is the common cold or flu (Note: contagious diseases such as tuberculosis, brucellosis, 

hepatitis A, or plague are considered work-related if the employee is infected at work); or 

(7) The illness is a mental illness. Mental illness will not be considered work-related unless the employee 

voluntarily provides the employer with an opinion from a physician or other licensed health care 

professional with appropriate training and experience (psychiatrist, psychologist, psychiatric nurse 

practitioner, etc.) stating that the employee has a mental illness that is work-related. 

(d) With respect to contractors and volunteers. A railroad is not to report injuries to contractors and volunteers that 

are listed in paragraphs (b) and (c) of this section. For purposes of this paragraph only, an exception listed in 

paragraphs (b) and (c) referencing “work environment” is construed to mean for contractors and volunteers only, on 

property owned, leased, operated over or maintained by the railroad. 

(e) With respect to rail equipment accident/incidents. A railroad is not to report rail equipment accidents/incidents if 

the conditions in this paragraph are met. (This exception does not affect a railroad’s obligation to maintain records 

of accidents/incidents as required by § 225.25 (Form FRA F 6180.97, “Initial Rail Equipment Accident/Incident 

Record”)). 

(1) Cars derailed on industry tracks by non-railroad employees or non-railroad employee vandalism, 

providing there is no involvement of railroad employees; and 

(2) Damage to out of service cars resulting from high water or flooding (e.g., empties placed on a storage or 

repair track). This exception does not apply if such cars are placed into a moving consist and as a result of 

this damage a reportable rail equipment accident results. 

§ 225.17 Doubtful cases. 

(a) The reporting officer of a railroad will ordinarily determine the reportability or nonreportability of an 

accident/incident after examining all evidence available. The FRA, however, cannot delegate authority to decide 

matters of judgment when facts are in dispute. In all such cases the decision shall be that of the FRA. 

 (b) Even though there may be no witness to an accident/incident, if there is evidence indicating that a reportable 

accident/incident may have occurred, a report of that accident/incident must be made. 

 (c) All accidents/incidents reported as “claimed but not admitted by the railroad” are given special examination by 

the FRA, and further inquiry may be ordered. Accidents/incidents accepted as reportable are tabulated and included 

in the various statistical statements issued by the FRA. The denial of any knowledge or refusal to admit 

responsibility by the railroad does not exclude those accidents/incidents from monthly and annual figures. Facts 

stated by a railroad that tend to refute the claim of an injured person are given consideration, and when the facts 

seem sufficient to support the railroad's position, the case is not allocated to the reporting railroad. 

 (d)[Redesignate as § 225.18(a)] 

§ 225.18 Alcohol or drug involvement. 

 (a) In preparing a Rail Equipment Accident/Incident Report under this part, the railroad shall make such specific 

inquiry as may be reasonable under the circumstances into the possible involvement of alcohol or drug use or 

impairment in such accident or incident. If the railroad comes into possession of any information whatsoever, 

whether or not confirmed, concerning alleged alcohol or drug use or impairment by an employee who was involved 

in, or arguably could be said to have been involved in, the accident/incident, the railroad shall report such alleged 

use or impairment as provided in the current FRA Guide. If the railroad is in possession of such information but 

does not believe that alcohol or drug impairment was the primary or contributing cause of the accident/incident, 
13

then the railroad shall include in the narrative statement of such report a brief explanation of the basis of such 

determination. 

(b) For any train accident within the requirement for post-accident testing under § 219.201 of this chapter, the 

railroad shall append to the Rail Equipment Accident/Incident Report any report required by 49 CFR § 219.209(b) 

(pertaining to failure to obtain samples for post-accident toxicological testing). 

 (c) For any train or non-train incident, the railroad shall provide any available information concerning the possible 

involvement of alcohol or drug use or impairment in such accident or incident. 

(d) In providing information required by this paragraph, a railroad shall not disclose any information concerning 

use of controlled substances determined by the railroad's Medical Review Officer to have been consistent with 49 

CFR 219.103. 

§ 225.19 Primary groups of accidents/incidents. 

(a) For reporting purposes reportable railroad accidents/incidents are divided into three groups: 

Group I--Highway-Rail Grade Crossing; 

Group II--Rail Equipment; 

Group III--Death, Injury and Occupational Illness. 

(b) Group I--Highway-rail grade crossing. Each highway-rail grade crossing accident/incident must be reported to 

the FRA on Form FRA F 6180.57, regardless of the extent of damages or whether a casualty occurred. In addition, 

whenever a highway-rail grade crossing accident/incident results in damages greater than the current reporting 

threshold to railroad on-track equipment, signals, track, track structures, or roadbed, that accident/incident shall be 

reported to the FRA on Form FRA F 6180.54. For reporting purposes, damages include labor costs and all other 

costs to repair or replace in kind damaged on-track equipment, signals, track, track structures, or roadbed, but do 

not include the cost of clearing a wreck. 

(c) Group II--Rail equipment. Rail equipment accidents/incidents are collisions, derailments, fires, explosions, acts 

of God, and other events involving the operation of on-track equipment (standing or moving) that result in damages 

higher than the current reporting threshold (i.e., $6,700 for calendar years 2002 through 2005, $7,700 for calendar 

year 2006, $8,200 for calendar year 2007, $8,500 for calendar year 2008, $8,900 for calendar year 2009, $9,200 for 

calendar year 2010 and $9,400 for calendar year 2011) to railroad on-track equipment, signals, tracks, track 

structures, or roadbed, including labor costs and the costs for acquiring new equipment and material. Each rail 

equipment accident/incident must be reported to the FRA on Form FRA F 6180.54. If the property of more than one 

railroad is involved in an accident/incident, the reporting threshold is calculated by including the damages suffered 

by all of the railroads involved. See § 225.23, Joint Operations. The reporting threshold will be reviewed 

periodically, and, if necessary, will be adjusted every year. 

(d) Group III--Death, injury, or occupational illness. Each death, injury, or occupational illness that is a new case 

and meets the general reporting criteria listed in paragraphs (d)(1) through (6) of this section shall be reported to 

FRA on Form FRA F 6180.55a, “Railroad Injury and Illness Summary (Continuation Sheet)” if an event or 

exposure arising from the operation of a railroad is a discernable cause of the resulting condition or a discernable 

cause of a significant aggravation to a pre-existing injury or illness. The event or exposure arising from the 

operation of a railroad need only be one of the discernable causes; it need not be the sole or predominant cause. 

The general injury/illness reporting criteria are as follows: 

 (1) Death to any person; 

 (2) Injury to any person that results in: 

 (i) Medical treatment; 

(ii) Significant injury diagnosed by a physician or other licensed health care professional even if it 

does not result in death, medical treatment or loss of consciousness of any person; or 
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 (iii) Loss of consciousness; 

(3) Injury to a railroad employee that results in: 

 (i) A day away from work; 

 (ii) Restricted work activity or job transfer; or 

(iii) Significant injury diagnosed by a physician or other licensed health care professional even if it 

does not result in death, medical treatment, loss of consciousness, a day away from work, restricted 

work activity or job transfer of a railroad employee; 

(4) Occupational illness of a railroad employee that results in: 

 (i) A day away from work; 

 (ii) Restricted work activity or job transfer; 

 (iii) Loss of consciousness; or 

 (iv) Medical treatment; 

 (5) Significant illness of a railroad employee diagnosed by a physician or other 

licensed health care professional even if it does not result in death, a day away from work, restricted work 

activity or job transfer, medical treatment, or loss of consciousness; 

 (6) Illness or injury that: 

 (i) Meets the application of any of the following specific case criteria: 

 (A) Needlestick or sharps injury to a railroad employee; 

 (B) Medical removal of a railroad employee; 

 (C) Occupational hearing loss of a railroad employee; 

 (D) Occupational tuberculosis of a railroad employee; 

(E) Musculoskeletal disorder of a railroad employee if this disorder is reportable under one or more 

of the general reporting criteria; or 

 (ii) Is a covered data case. 

 (e) The reporting threshold is $6,700 for calendar years 2002 through 2005, $7,700 for calendar year 2006, $8,200 

for calendar year 2007, $8,500 for calendar year 2008, $8,900 for calendar year 2009, $9,200 for calendar year 

2010 and $9,400 for calendar year 2011. The procedure for determining the reporting threshold for calendar years 

2006 and beyond appears as paragraphs 1-8 of appendix B to part 225. 

§ 225.21 Forms. 

The following forms and copies of the FRA Guide for Preparing Accident/Incident Reports may be obtained from 

the U.S. Department of Transportation, Federal Railroad Administration, Office of Safety Analysis, RRS-22, Mail 

Stop 25, West Building 3rd Floor, Room W33-107 1200 New Jersey Avenue, SE., Washington, DC 20590 or 

downloaded from FRA’s Office of Safety Analysis website at http://safetydata.fra.dot.gov/officeofsafety/, and click 

on “Click here for Changes in Railroad Accident/Incident Recordkeeping and Reporting.” 

 (a) Form FRA F 6180.54--Rail Equipment Accident/Incident Report. Form FRA F 6180.54 shall be used to report 

each reportable rail equipment accident/incident which occurred during the preceding month. 

 (b) Form FRA F 6180.55--Railroad Injury and Illness Summary. Form FRA F 6180.55 must be filed each month, 

even though no reportable accident/incident occurred during the month covered. Each report must include an oath 

or verification, made by the proper officer of the reporting railroad, as provided for attestation on the form. If no 

reportable accident/incident occurred during the month, that fact must be stated on this form. All railroads subject 
15

to this part, shall show on this form the total number of freight train miles, passenger train miles, yard switching 

train miles, and other train miles run during the month. 

 (c) Form FRA 6180.55a--Railroad Injury and Illness (Continuation Sheet). Form FRA 6180.55a shall be used to 

report all reportable fatalities, injuries and occupational illnesses that occurred during the preceding month. 

(d) Form FRA 6180.56--Annual Railroad Report of Employee Hours and Casualties, by State. Form FRA 6180.56 

shall be submitted as part of the monthly Railroad Injury and Illness Summary (Form FRA F 6180.55) for the 

month of December of each year. 

(e) Form FRA F 6180.57--Highway-Rail Grade Crossing Accident/Incident Report. Form FRA F 6180.57 shall be 

used to report each highway-rail grade crossing accident/incident which occurred during the preceding month. 

(f) Form FRA F 6180.81--Employee Human Factor Attachment. Form FRA F 6180.81 shall be used by railroads, as 

a supplement to the Rail Equipment Accident/Incident Report (Form FRA F 6180.54), in reporting rail equipment 

accidents/incidents that they attribute to an employee human factor. This form shall be completed in accordance 

with instructions printed on the form and in the current ``FRA Guide for Preparing Accident/Incident Reports.'' The 

form shall be attached to the Rail Equipment Accident/Incident Report and shall be submitted within 30 days after 

expiration of the month in which the accident/incident occurred. 

(g) Form FRA F 6180.78--Notice to Railroad Employee Involved in Rail Equipment Accident/Incident Attributed 

to Employee Human Factor; Employee Statement Supplementing Railroad Accident Report. When a railroad 

alleges, in the Employee Human Factor Attachment to a Rail Equipment Accident/Incident Report, that the act, 

omission, or physical condition of a specific employee was a primary or contributing cause of the rail equipment 

accident/incident, the railroad shall complete part I of Form FRA F 6180.78 to notify each such employee identified 

that the railroad has made such allegation and that the employee has the right to submit a statement to FRA. The 

railroad shall then submit the entire form, parts I and II, to the employee. The Employee Statement Supplementing 

Railroad Accident Report (Employee Supplement) is completely at the option of the employee; however, if the 

employee desires to make a statement about the accident that will become part of the railroad's Rail Equipment 

Accident/Incident Report, the employee shall complete the Employee Supplement form (part II of Form FRA F 

6180.78) and shall then submit the original of the entire form, parts I and II, and any attachments, to FRA and 

submit a copy of the same to the railroad that issued the Notice in part I. 

(h) Form FRA F 6180.98--Railroad Employee Injury and/or Illness Record. Form FRA F 6180.98 or an alternative 

railroad-designed record shall be used by the railroads to record all reportable and accountable injuries and illnesses 

to railroad employees for each establishment. This record shall be completed and maintained in accordance with the 

requirements set forth in § 225.25. 

(i) Form FRA F 6180.97--Initial Rail Equipment Accident/Incident Record. Form FRA F 6180.97 or an alternative 

railroad-designed record shall be used by the railroads to record all reportable and accountable rail equipment 

accidents/incidents for each establishment. This record shall be completed and maintained in accordance with the 

requirements set forth in § 225.25. 

(j) Form FRA 6180.107--Alternative Record for Illnesses Claimed To Be Work-Related. Form FRA F 6180.107 or 

an alternative railroad-designed record may be used by a railroad in lieu of Form FRA F 6180.98, “Railroad 

Employee Injury and/or Illness Record” (described in paragraph (h) of this section), to record each illness claimed 

by an employee to be work-related that is reported to the railroad for which there is insufficient information for the 

railroad to determine whether the illness is work-related. This record shall be completed and retained in accordance 

with the requirements set forth in § 225.25 and § 225.27. 

(k) Form FRA F 6180.150 – Highway User Injury Inquiry Form – Form FRA F 6180.150 shall be sent to every 

potentially injured highway user, or their representative, involved in a highway-rail grade crossing 

accident/incident. If a highway user died as a result of the highway-rail grade crossing accident/incident, a railroad 

must not send this form to any person. The railroad shall hand deliver or send by first class mail the letter within a 
16

reasonable time period following the date of the highway-rail grade crossing accident/incident. The form shall be 

sent along with a cover letter and a prepaid preaddressed return envelope. The form and cover letter shall be 

completed in accordance with instructions contained in the current “FRA Guide for Preparing Accident/Incident 

Reports.” Any response from a highway user is voluntary and not mandatory. A railroad shall use any response 

from a highway user to comply with part 225’s accident/incident reporting and recording requirements. 

§ 225.23 Joint operations. 

(a) Any reportable death, injury, or illness of an employee arising from an accident/incident involving joint 

operations must be reported on Form FRA F 6180.55a by the employing railroad. 

(b) In all cases involving joint operations, each railroad must report on Form FRA F 6180.55a the casualties to all 

persons on its train or other on-track equipment. Casualties to railroad employees must be reported by the 

employing railroad regardless of whether the employees were on or off duty. Casualties to all other persons not on 

trains or on-track equipment must be reported on Form FRA F 6180.55a by the railroad whose train or equipment is 

involved. Any person found unconscious or dead, if such condition arose from the operation of a railroad, on or 

adjacent to the premises or right-of-way of the railroad having track maintenance responsibility must be reported by 

that railroad on Form FRA F 6180.55a. 

(c) In rail equipment accident/incident cases involving joint operations, the railroad responsible for carrying out 

repairs to, and maintenance of, the track on which the accident/incident occurred, and any other railroad directly 

involved in the accident/incident, each must report the accident/incident on Form FRA F 6180.54. 

§ 225.25 Recordkeeping. 

 (a) Each railroad shall maintain either the Railroad Employee Injury and/or Illness Record (Form FRA F 6180.98) 

or an alternative railroad-designed record as described in paragraph (b) of this section of all reportable and 

accountable injuries and illnesses of its employees for each railroad establishment where such employees report to 

work, including, but not limited to, an operating division, general office, and major installation such as a 

locomotive or car repair or construction facility. 

 (b) The alternative railroad-designed record may be used in lieu of the Railroad Employee Injury and/or Illness 

Record (Form FRA F 6180.98) described in paragraph (a) of this section. Any such alternative record shall contain 

all of the information required on the Railroad Employee Injury and/or Illness Record. Although this information 

may be displayed in a different order from that on the Railroad Employee Injury and/or Illness Record, the order of 

the information shall be consistent from one such record to another such record. The order chosen by the railroad 

shall be consistent for each of the railroad's reporting establishments. Railroads may list additional information on 

the alternative record beyond the information required on the Railroad Employee Injury and/or Illness Record. The 

alternative record shall contain, at a minimum, the following information: 

 (1) Name of railroad; 

 (2) Case/incident number; 

 (3) Full name of railroad employee; 

 (4) Date of birth of railroad employee; 

 (5) Gender of railroad employee; 

 (6) Employee identification number; 

 (7) Date the railroad employee was hired; 

(8) Home address of railroad employee; include the street address, city, State, ZIP code, and home 

telephone number with area code; 

 (9) Name of facility where railroad employee normally reports to work; 

(10) Address of facility where railroad employee normally reports to work; include the street address, city, 

State, and ZIP code; 

 (11) Job title of railroad employee; 

 (12) Department assigned; 
17

(13) Specific site where accident/incident/exposure occurred; include the city, county, State, and ZIP code; 

 (14) Date and time of occurrence; military time or AM/PM; 

 (15) Time employee's shift began; military time or AM/PM; 

 (16) Whether employee was on premises when injury, illness, or condition occurred; 

 (17) Whether employee was on or off duty; 

(18) Date and time when employee notified company personnel of condition; military time or AM/PM; 

 (19) Name and title of railroad official notified; 

(20) Description of the general activity this employee was engaged in prior to the injury/illness/condition; 

(21) Description of all factors associated with the case that are pertinent to an understanding of how it 

occurred. Include a discussion of the sequence of events leading up to it; and the tools, machinery, 

processes, material, environmental conditions, etc., involved; 

(22) Description, in detail, of the injury/illness/condition that the employee sustained, including the body 

parts affected. If a recurrence, list the date of the last occurrence; 

(23) Identification of all persons and organizations used to evaluate or treat the condition, or both. Include 

the facility, provider and complete address; 

(24) Description of all procedures, medications, therapy, etc., used or recommended for the treatment of the 

condition. 

 (25) Extent and outcome of injury or illness to show the following as applicable: 

 (i) Fatality--enter date of death; 

 (ii) Restricted work; number of days; beginning date; 

 (iii) Occupational illness; date of initial diagnosis; 

(iv) Instructions to obtain prescription medication, or receipt of prescription medication; 

(v) If one or more days away from work, provide the number of days away and the beginning date; 

 (vi) Medical treatment beyond ``first aid''; 

 (vii) Hospitalization for treatment as an inpatient; 

 (viii) Multiple treatments or therapy sessions; 

 (ix) Loss of consciousness; 

 (x) Transfer to another job or termination of employment; 

 (xi) Significant injury or illness of a railroad employee; 

(xii) Needlestick or sharps injury to a railroad employee, medical removal of a railroad employee, 

occupational hearing loss of a railroad employee, occupational tuberculosis of a railroad employee, 

or musculoskeletal disorder of a railroad employee which musculoskeletal disorder is reportable 

under one or more of the general reporting criteria. 

(26) Each railroad shall indicate if the Railroad Injury and Illness Summary (Continuation Sheet) (FRA 

Form F 6180.55a) has been filed with FRA for the injury or illness. If FRA Form F 6180.55a was not filed 

with FRA, then the railroad shall provide an explanation of the basis for its decision. 

(27) The reporting railroad shall indicate if the injured or ill railroad employee was provided an opportunity 

to review his or her file; and 

(28) The railroad shall identify the preparer's name; title; telephone number with area code; and the date the 

record was initially signed/completed. 

(c) Each railroad shall provide the employee, upon request, a copy of either the completed Railroad Employee 

Injury and/or Illness Record (Form FRA F 6180.98) or the alternative railroad-designed record as described in 

paragraphs (a) and (b) of this section as well as a copy of forms or reports required to be maintained or filed under 

this part pertaining to that employee's own work-related injury or illness. 

(d) Each railroad shall maintain the Initial Rail Equipment Accident/Incident Record (Form FRA F 6180.97) or an 

alternative railroad-designed record as described in paragraph (e) of this section of reportable and accountable 

collisions, derailments, fires, explosions, acts of God, or other events involving the operation of railroad on-track 

equipment, signals, track, or track equipment (standing or moving) that result in damages to railroad on-track 

equipment, signals, tracks, track structures, or roadbed, including labor costs and all other costs for repairs or 

replacement in kind for each railroad establishment where workers report to work, including, but not limited to, an 

operating division, general office, and major installation such as a locomotive or car repair or construction facility. 
18

(e) The alternative railroad-designed record may be used in lieu of the Initial Rail Equipment Accident/Incident 

Record (Form FRA F 6180.97). Any such alternative record shall contain all of the information required on the 

Initial Rail Equipment Accident/Incident Record. Although this information may be displayed in a different order 

from that on the Initial Rail Equipment Accident/Incident Record, the order of the information shall be consistent 

from one such record to another such record. The order chosen by the railroad shall be consistent for each of the 

railroad's reporting establishments. Railroads may list additional information in the alternative record beyond the 

information required on the Initial Rail Equipment Accident/Incident Record. The alternative record shall contain, 

at a minimum, the following information: 

 (1) Date and time of accident; 

 (2) Reporting railroad, and accident/incident number; 

 (3) Other railroad, if applicable, and other railroad's accident/incident number; 

 (4) Railroad responsible for track maintenance, and that railroad's incident number; 

 (5) Type of accident/incident (derailment, collision, etc.); 

(6) Number of cars carrying hazardous materials that derailed or were damaged; and number of cars 

carrying hazardous materials that released product; 

 (7) Division; 

 (8) County and nearest city or town; 

 (9) State; 

 (10) Milepost (to the nearest tenth); 

 (11) Specific site; 

 (12) Speed (indicate if actual or estimate); 

 (13) Train number or job number; 

 (14) Type of equipment (freight, passenger, yard switching, etc.); 

 (15) Type of track (main, yard, siding, industry); 

 (16) Total number of locomotives in train; 

 (17) Total number of locomotives that derailed; 

 (18) Total number of cars in train; 

 (19) Total number of cars that derailed; 

 (20) Total amount of damage in dollars to equipment based on computations as described in the ``FRA 

Guide for Preparing Accidents/Incidents Reports''; 

(21) Total amount of damage in dollars to track, signal, way and structures based on computations as 

described in the ``FRA Guide for Preparing Accidents/Incidents Reports''; 

 (22) Primary cause; 

 (23) Contributing cause; 

 (24) Persons injured, persons killed, and employees with an occupational illness, broken down into the 

following classifications: worker on duty--employee; employee not on duty; passenger on train; 

nontrespasser--on railroad property; trespasser; worker on duty--contractor; contractor--other; worker on 

duty--volunteer; volunteer--other; and nontrespasser-off railroad property; 

 (25) Narrative description of the accident; 

 (26) Whether the accident/incident was reported to FRA; 

 (27) Preparer's name, title, telephone number with area code, and signature; and 

 (28) Date the record was initially signed/completed. 

(f) Each railroad shall enter each reportable and accountable injury and illness and each reportable and accountable 

rail equipment accident/incident on the appropriate record, as required by paragraphs (a) through (e) of this section, 

as early as practicable but no later than seven working days after receiving information or acquiring knowledge that 

an injury or illness or rail equipment accident/incident has occurred. 

(g) The records required under paragraphs (a) through (e) of this section may be maintained at the local 

establishment or, alternatively, at a centralized location. If the records are maintained at a centralized location, but 

not through electronic means, then a paper copy of the records that is current within 35 days of the month to which 

it applies shall be available for that establishment. If the records are maintained at a centralized location through 

electronic means, then the records for that establishment shall be available for review in a hard copy format within 

four business hours of FRA's request. FRA recognizes that circumstances outside the railroad's control may 
19

preclude it from fulfilling the four-business-hour time limit. In these circumstances, FRA will not assess a monetary 

penalty against the railroad for its failure to provide the requested documentation provided the railroad made a 

reasonable effort to correct the problem. 

(h) Except as provided in paragraph (h)(15) of this section, a listing of all injuries and occupational illnesses 

reported to FRA as having occurred at an establishment shall be posted in a conspicuous location at that 

establishment, within 30 days after the expiration of the month during which the injuries and illnesses occurred, if 

the establishment has been in continual operation for a minimum of 90 calendar days. If the establishment has not 

been in continual operation for a minimum of 90 calendar days, the listing of all injuries and occupational illnesses 

reported to FRA as having occurred at the establishment shall be posted, within 30 days after the expiration of the 

month during which the injuries and illnesses occurred, in a conspicuous location at the next higher organizational 

level establishment, such as one of the following: an operating division headquarters; a major classification yard or 

terminal headquarters; a major equipment maintenance or repair installation, e.g., a locomotive or rail car repair or 

construction facility; a railroad signal and maintenance-of-way division headquarters; or a central location where 

track or signal maintenance employees are assigned as a headquarters or receive work assignments. These 

examples include facilities that are generally major facilities of a permanent nature where the railroad generally 

posts or disseminates company informational notices and policies, e.g., the policy statement in the internal control 

plan required by § 225.33 concerning harassment and intimidation. At a minimum, ``establishment'' posting is 

required and shall include locations where a railroad reasonably expects its employees to report during a 12-month 

period and to have the opportunity to observe the posted list containing any reportable injuries or illnesses they 

have suffered during the applicable period. This listing shall be posted and shall remain continuously displayed for 

the next twelve consecutive months. Incidents reported for employees at that establishment shall be displayed in 

date sequence. The listing shall contain, at a minimum, the information specified in paragraphs (h)(1) through (14) 

of this section. 

 (1) Name and address of the establishment; 

 (2) Calendar year of the cases being displayed; 

 (3) Incident number used to report case; 

 (4) Date of the injury or illness; 

 (5) Location of incident; 

 (6) Regular job title of employee injured or ill; 

 (7) Description of the injury or condition; 

 (8) Number of days employee absent from work at time of posting; 

 (9) Number of days of work restriction for employee at time of posting; 

 (10) If fatality--enter date of death; 

 (11) Annual average number of railroad employees reporting to this establishment; 

 (12) Preparer's name, title, telephone number with area code, and signature (or, in lieu of signing each 

establishment's list of reportable injuries and illnesses, the railroad's preparer of this monthly list may sign a 

cover sheet or memorandum which contains a list of each railroad establishment for which a monthly list of 

reportable injuries and illnesses has been prepared. This cover memorandum shall be signed by the preparer 

and shall have attached to it a duplicate copy of each establishment's list of monthly reportable injuries and 

illnesses. The preparer of the monthly lists of reportable injuries and illnesses shall mail or send by 

facsimile each establishment’s list to the establishment in the time frame prescribed in paragraph (h) of this 

section.); and 

 (13) Date the record was completed. 

(14) When there are no reportable injuries or occupational illnesses associated with an establishment for 

that month, the listing shall make reference to this fact. 

(15) The railroad is permitted not to post information on an occupational injury or illness that is a privacy 

concern case. 

(i) Claimed Occupational Illnesses. 

(1) Each railroad may maintain a Form FRA F 6180.107, “Alternative Records for Illnesses Claimed to be 

Work-Related,” or an alternate railroad-designed record as described in paragraph (j) of this section, in 

place of Form FRA F 6180.98, “Railroad Employee Injury and/or Illness Record,” only for those claimed 
20

occupational illnesses for which the railroad has not received information sufficient to determine whether 

the occupational illness is work-related. 

(2) Each railroad shall enter each illness claimed to be work-related on the appropriate record, as required 

by paragraph (i)(1) of this section, as early as practicable, but no later than seven working days after 

receiving information or acquiring knowledge that an employee is claiming they have incurred an 

occupational illness. 

(3) When a railroad does not receive information sufficient to determine whether a claimed occupational 

illness case is accountable or reportable, the railroad shall make a good faith effort to obtain the necessary 

information by December 1 of the next calendar year. 

(4) Within 15 calendar days of receiving additional information regarding a claimed occupational illness 

case, each railroad shall document receipt of the information, including date received and type of 

document/information received, in narrative block 19 of Form FRA F 6180.107, “Alternative Record for 

Illnesses Claimed to be Work-Related.” 

(5) Within 45 calendar days of receiving additional information regarding a claimed occupational illness, 

each railroad shall re-evaluate the claimed occupational illness to determine work-relatedness, taking into 

account the new information, and document any findings resulting from the re-evaluation in narrative block 

19 of Form FRA F 6180.107, “Alternative Record for Illnesses Claimed to be Work-Related.” 

(6) For any claimed occupational illness case determined to be accountable or reportable, each railroad 

shall: 

(i) Complete a Form FRA F 6180.98, “Railroad Employee Injury and/or Illness Record” or 

alternative railroad-designed form within seven days of making such determination; 

(ii) Retain the Form FRA F 6180.98, “Railroad Employee Injury and/or Illness Record,” in 

accordance with § 225.27; and 

 (iii) Report the occupational illness, as applicable, in accordance with § 225.11. 

(7) For any claimed occupational illness case determined not to be accountable or reportable, each railroad 

shall include the following information in narrative block 19 of Form FRA F 6180.107, “Alternative 

Record for Illnesses Claimed to be Work-Related” or alternative railroad-designed form: 

 (i) Why the case does not meet reporting criteria; 

 (ii) The basis upon which the railroad made this determination; and 

(iii) The most authoritative information the railroad relied upon to make the determination. 

(8) Although Form FRA 6180.107, “Alternative Record for Illnesses Claimed to be Work-Related” (or the 

alternate railroad-designed form), may not include all supporting documentation, such as medical records, 

the alternative record shall note the custodian of those documents and where the supporting documents are 

located so that they are readily accessible to FRA upon request. 

(j) An alternative railroad-designed record may be used in lieu of the Alternative Record for Illnesses Claimed to be 

Work-Related (Form FRA F 6180.107). Any such alternative record shall contain all of the information required 

on the Alternative Record for Illnesses Claimed to be Work-Related. Although this information may be displayed 

in a different order from that on the Alternative Record for Illnesses to be Work-Related, the order of the 

information shall be consistent from one such record to another such record. The order chosen by the railroad shall 

be consistent for all of the railroad 's reporting establishments. Railroads may list additional information in the 

alternative record beyond the information required on the Alternative Record for Illnesses Claimed to be WorkRelated. The alternative record shall contain, at a minimum, the following information: 

 (1) Name of Reporting Railroad; 

 (2) Case/Incident Number; 

 (3) Employee’s Name (first, middle, last); 

 (4) Employee’s Date of Birth (mm/dd/yy); 

 (5) Employee’s Gender; 
21

 (6) Employee Identification Number; 

 (7) Date Employee was Hired (mm/dd/yy); 

 (8) Employee’s Home Address (include street address, city, State and Zip code); 

 (9) Employee’s Home Telephone Number (with area code); 

 (10) Name of Facility Where Railroad Employee Normally Reports to Work; 

 (11) Location, or Last Know Facility, Where Employee Reports to Work; 

 (12) Job Title of Railroad Employee; 

 (13) Department to Which Employee is Assigned; 

 (14) Date on Which Employee or Representative Notified Company Personnel of Condition (mm/dd/yy); 

 (15) Name of Railroad Official Notified; 

 (16) Title of Railroad Official Notified; 

 (17) Nature of Claimed Illness; 

 (18) Supporting Documentation; 

 (19) Custodian of Documents (Name, Title, and Address); 

 (20) Location of Supporting Documentation; 

 (21) Narrative; 

 (22) Preparer’s Name; 

 (23) Preparer’s Title; 

 (24) Preparer’s Telephone Number (with area code); and 

 (25) Date the record was initially signed/completed (mm/dd/yy). 

§ 225.27 Retention of records. 

(a) 

(1) Five-year retention period. Each railroad shall retain the following forms for at least five years after the 

end of the calendar year to which they relate:

 (i) Form FRA F 6180.98, “Railroad Employee Injury and/or Illness Record;” 

(ii) Form FRA F 6180.107, “Alternative Record for Illnesses Claimed to be Work-Related;” 

(iii) Monthly List of Injuries and Illnesses required by § 225.25; and 

(iv) Form FRA F 6180.150, “Highway User Injury Inquiry Form.” 

(2) Two-year retention period. Each railroad shall retain the following forms for at least two years after the 

end of the calendar year to which they relate: 

(i) Form FRA F 6180.97, “Initial Rail Equipment Accident/Incident Record,” required by § 225.25; 

(ii) The Employee Human Factor Attachments (Form FRA F 6180.81, “Employee Human Factor 

Attachment”) required by § 225.12, that have been received by the railroad; 

(iii) The written notices to employees required by § 225.12 (Part I of Form FRA F 6180.78, 

“Notice to Railroad Employee Involved in Rail Equipment Accident/Incident Attributed to 

Employee Human Factor; Employee Statement Supplementing Railroad Accident Report”), that 

have been received by the railroad; and 

(iv) The Employee Statements Supplementing Railroad Accident Reports described in § 225.12(g) 

(Part II of Form FRA F 6180.78, “Notice to Railroad Employee Involved in Rail Equipment 

Accident/Incident Attributed to Employee Human Factor; Employee Statement Supplementing 

Railroad Accident Report”), that have been received by the railroad. 

(b) Each railroad must retain a duplicate of each form it submits to FRA under § 225.21, for at least 2 years after 

the calendar year to which it relates. 

(c) Each railroad must retain the original hard copy of each completed and signed Form FRA F 6180.55 that the 

railroad submits to FRA on optical media (CD-ROM) or electronically via the Internet to aireports@frasafety.net

for at least five years after the calendar year to which it relates. If the railroad opts to submit the report to FRA 

electronically via the Internet, the railroad must also retain a hard copy print out of FRA’s electronic notice 
22

acknowledging receipt of the railroad’s submission for a period of at least five years after the calendar year to 

which the report acknowledged relates. 

 

(d) Railroads may retain accident/incident records as required by paragraphs (a) and (b) of this section in hard copy 

format or in electronic format. After October 31, 2011, accident/incident records, retained by railroads as required 

by paragraphs (a) and (b) of this section, in hard copy format or electronic format are subject to the following 

system requirements: 

(1) Design Requirements. Any electronic record keeping system used to retain a record required to be 

retained by this part shall meet the following design parameters: 

(i) The electronic record system shall be designed such that the integrity of each record is retained 

through appropriate levels of security such as recognition of an electronic signature, or other 

means, which uniquely identify the initiating person as the author of that record. No two persons 

shall have the same electronic identity; 

(ii) The electronic system shall ensure that each record cannot be modified, or replaced, once the 

record is submitted to FRA; 

(iii) Any amendment to a record shall be electronically stored apart from the record which it 

amends. Each amendment to a record shall uniquely identify the person making the amendment 

and the date the amendment was made; 

(iv) The electronic system shall provide for the maintenance of reports as originally submitted to 

FRA without corruption or loss of data; and 

(v) Policies and procedures must be in place to prevent persons from altering electronic records, or 

otherwise interfering with the electronic system. 

(2) Accessibility and availability. Any electronic record system used to create, maintain, or transfer a 

record required to be maintained by this part shall meet the following access and availability parameters: 

(i) Paper copies of electronic records and amendments to those records that may be necessary to 

document compliance with this part shall be provided to any representative of the FRA or of a State 

agency participating in investigative and/or surveillance activities under part 212 of this chapter or 

any other authorized representative for inspection and photocopying upon request in accordance 

with § 225.35; and 

(ii) Paper copies provided to FRA or of a State agency participating in investigative and/or 

surveillance activities under part 212 of this chapter or any other authorized representative shall be 

produced in a readable text format and all data shall be identified by narrative descriptions (e.g., 

“accident/incident number,” “number of days away from work,” “date of occurrence,” etc.). 

§ 225.29 Penalties. 

Any person (an entity of any type covered under 1 U.S.C. 1, including but not limited to the following: a railroad; a 

manager, supervisor, official, or other employee or agent of a railroad; any owner, manufacturer, lessor, or lessee of 

railroad equipment, track, or facilities; any independent contractor providing goods or services to a railroad; and 

any employee of such owner, manufacturer, lessor, lessee, or independent contractor) who violates any requirement 

of this part or causes the violation of any such requirement is subject to a civil penalty of at least $650 and not more 

than $25,000 per violation, except that: Penalties may be assessed against individuals only for willful violations, 

and where a grossly negligent violation or a pattern of repeated violations has created an imminent hazard of death 

or injury to persons, or has caused death or injury, a penalty not to exceed $27,000 per violation may be assessed. 

Each day a violation continues shall constitute a separate offense. See appendix A to this part for a statement of 

agency civil penalty policy. A person may also be subject to the criminal penalties provided for in 49 U.S.C. 21311. 

§ 225.31 Investigations. 

(a) It is the policy of the FRA to investigate rail transportation accidents/incidents which result in the death of a 

railroad employee or the injury of five or more persons. Other accidents/incidents are investigated when it appears 

that an investigation would substantially serve to promote railroad safety. 
23

 (b) FRA representatives are authorized to investigate accidents/incidents and have been issued credentials 

authorizing them to inspect railroad records and properties. They are authorized to obtain all relevant information 

concerning accidents/incidents under investigation, to make inquiries of persons having knowledge of the facts, 

conduct interviews and inquiries, and attend as an observer, hearings conducted by railroads. When necessary to 

carry out an investigation, the FRA may authorize the issuance of subpoenas to require the production of records 

and the giving of testimony. 

 (c) Whenever necessary, the FRA will schedule a public hearing before an authorized hearing officer, in which 

event testimony will be taken under oath, a record made, and opportunity provided to question witnesses. 

(d) When necessary in the conduct of an investigation, the Federal Railroad Administrator may require autopsies 

and other tests of the remains of railroad employees who die as a result of an accident/incident. 

(e) Information obtained through FRA accident investigations may be published in public reports or used for other 

purposes FRA deems to be appropriate. 

 (f) Section 20903 of title 49 of the United States Code provides that no part of a report of an accident investigation 

under section 20902 of title 49 of the United States Code may be admitted as evidence or used for any purpose in 

any suit or action for damages growing out of any matter mentioned in the accident investigation report. 

§ 225.33 Internal Control Plans. 

 (a) Each railroad shall adopt and comply with a written Internal Control Plan that shall be maintained at the office 

where the railroad's reporting officer conducts his or her official business. Each railroad shall amend its Internal 

Control Plan, as necessary, to reflect any significant changes to the railroad's internal reporting procedures. The 

Internal Control Plan shall be designed to maintain absolute accuracy and shall include, at a minimum, each of the 

following components: 

(1) A policy statement declaring the railroad's commitment to complete and accurate reporting of all 

accidents, incidents, injuries, and occupational illnesses arising from the operation of the railroad, to full 

compliance with the letter and spirit of FRA's accident reporting regulations, and to the principle, in 

absolute terms, that harassment or intimidation of any person that is calculated to discourage or prevent 

such person from receiving proper medical treatment or from reporting such accident, incident, injury or 

illness will not be permitted or tolerated and will result in some stated disciplinary action against any 

employee, supervisor, manager, or officer of the railroad committing such harassment or intimidation. 

(2) The dissemination of the policy statement; complaint procedures. Each railroad shall provide to all 

employees, supervisory personnel, and management the policy statement described in paragraph (a)(1). 

Each railroad shall have procedures to process complaints from any person about the policy stated in 

paragraph (a)(1) being violated, and to impose the appropriate prescribed disciplinary actions on each 

employee, supervisor, manager, or officer of the railroad found to have violated the policy. These 

procedures shall be disclosed to railroad employees, supervisors, managers, and officers. The railroad shall 

provide ``whistle blower'' protection to any person subject to this policy, and such policy shall be disclosed 

to all railroad employees, supervisors and management. 

(3) Copies of internal forms and/or a description of the internal computer reporting system used for the 

collection and internal recording of accident and incident information. 

(4) A description of the internal procedures used by the railroad for the processing of forms and/or 

computerized data regarding accident and incident information. 

(5) A description of the internal review procedures applicable to accident and incident information 

collected, and reports prepared by, the railroad's safety, claims, medical and/or other departments engaged 

in collecting and reporting accident and incident information. 

(6) A description of the internal procedures used for collecting cost data and compiling costs with respect to 

accident and incident information. 

(7) A description of applicable internal procedures for ensuring adequate communication between the 

railroad department responsible for submitting accident and incident reports to FRA and any other 

department within the railroad responsible for collecting, receiving, processing and reporting accidents and 

incidents. 
24

(8) A statement of applicable procedures providing for the updating of accident and incident information 

prior to reporting to FRA and a statement of applicable procedures providing for the amendment of 

accident and incident information as specified in the “FRA Guide for Preparing Accidents/Incidents 

Reports.” 

(9) A statement that specifies the name and title of the railroad officer responsible for auditing the 

performance of the reporting function; a statement of the frequency (not less than once per calendar year) 

with which audits are conducted; and identification of the site where the most recent audit report may be 

found for inspection and photocopying. 

 (10)(i) A brief description of the railroad organization, including identification of: 

(A) All components that regularly come into possession of information pertinent to the preparation 

of reports under this part (e.g., medical, claims, and legal departments; operating, mechanical, and 

track and structures departments; payroll, accounting, and personnel departments); 

 (B) The title of each railroad reporting officer; 

 (C) The title of each manager of such components, by component; and 

 (D) All officers to whom managers of such components are responsible, by component. 

(ii) A current organization chart satisfies paragraphs (a)(10)(i) (B), (C), and (D) of this section. 

(11) In the case of the Form FRA F 6180.107 or the alternate railroad-designed form, a statement that 

specifies the name(s), title(s), and address(es) of the custodian(s) of these records, all supporting 

documentation, such as medical records, and where the documents are located. 

(b) [Reserved] 

§ 225.35 Access to records and reports. 

(a) Each railroad subject to this part shall have at least one location, and shall identify each location, where any 

representative of the Federal Railroad Administration or of a State agency participating in investigative and 

surveillance activities under part 212 of this chapter or any other authorized representative, has centralized access to 

a copy of any record and report required under this part, for examination and photocopying in a reasonable manner 

during normal business hours. 

 (b) Each railroad subject to this part shall also provide to any representative of the Federal Railroad Administration 

or of a State agency participating in investigative or and surveillance activities under part 212 of this chapter or any 

other authorized representative access to relevant medical and claims records for examination and photocopying in 

a reasonable manner during normal business hours. Such representatives shall display proper credentials when 

requested. Each railroad shall identify the locations where a copy of any record and report required under this part 

is accessible for inspection and photocopying by maintaining a list of such establishment locations at the office 

where the railroad's reporting officer conducts his or her official business. A copy of any record and report required 

under this part shall be accessible within four business hours after the request. The Form FRA F 6180.107 or the 

alternate railroad-designed form need not be provided at any railroad establishment within 4 hours of a request. 

Rather, the Form FRA F 6180.107 or the alternate railroad-designed form must be provided upon request, within 

five business days, and may be kept at a central location, in either paper or electronic format. FRA will not assess a 

monetary penalty against the railroad for its failure to provide the requested documentation when circumstances 

outside the railroad's control preclude it from fulfilling the four-business-hour time limit and the railroad has made 

a reasonable effort to correct the problem. Should a railroad assert a legal privilege with respect to certain claims 

and medical records, failure to provide FRA access to such records would not constitute a violation of this section. 

FRA retains the right to issue a subpoena to obtain such records under 49 U.S.C. § § 20107 and 20902 and § § 

209.7(a) and 225.31(b) of this title, and the railroad may contest that subpoena. 

§ 225.37 Optical media transfer and electronic submission. 

(a) A railroad has the option of submitting the following reports, updates, and amendments by way of optical media 

(CD-ROM), or by means of electronic submission via the Internet: 

 (1) The Rail Equipment Accident/Incident Report (Form FRA F 6180.54); 

 (2) The Railroad Injury and Illness Summary (Form FRA F 6180.55); 
25

 (3) The Railroad Injury and Illness Summary (Continuation Sheet) (Form FRA F 6180.55a); 

 (4) The Highway-Rail Grade Crossing Accident/Incident Report (Form FRA F 6180.57); and 

(5) The Employee Human Factor Attachment (Form FRA F 6180.81) (the Employee Human Factor 

Attachment must be in .pdf or .jpg format only). 

 (b) Each railroad utilizing the optical media option shall submit to FRA a computer CD-ROM containing the 

following: 

(1) An electronic image of the completed and signed hard copy of the Railroad Injury and Illness Summary 

(Form FRA F 6180.55) in .pdf or .jpg format only; and 

 (2) The completed accident/incident report submissions. 

(c) 

(1) Each railroad utilizing the electronic submission via the Internet option shall submit to FRA at 

aireports@frasafety.net: 

(i) An electronic image of the completed and signed hard copy of the Railroad Injury and Illness 

Summary (Form FRA F 6180.55) in .pdf or .jpg format only; and 

 (ii) The completed accident/incident report submissions. 

(2) FRA will provide to the railroad an electronic notice acknowledging receipt of submissions filed 

electronically via the Internet. 

(d) Each railroad employing either the optical media or electronic submission via the Internet option, shall submit 

its monthly reporting data for the reports identified in paragraph (a) of this section in a year-to-date file format as 

described in the FRA Guide. 

(e) A railroad choosing to use optical media or electronic submission via the internet must use one of the approved 

formats specified in the Companion Guide. FRA will reject submissions that do not adhere to the required formats, 

which may result in the issuance of one or more civil penalty assessments against a railroad for failing to provide 

timely submissions of required reports as required by § 225.11. 

§ 225.39 FRA policy on covered data. 

 FRA will not include covered data (as defined in § 225.5) in its periodic summaries of data on the number of 

occupational injuries and illnesses. 

§ 225.41 Suicide Data. 

 FRA does not include suicide data (as defined in § 225.5) in its periodic summaries of data on the number of 

injuries and illnesses associated with railroad operations. FRA will maintain suicide data in a database that is not 

publicly accessible. Suicide data will not be available on FRA's website for individual reports or downloads. 

Suicide data will be available to the public in aggregate format on FRA’s website and via requests under the 

Freedom of Information Act. 

 
26

APPENDIX A TO PART 225—SCHEDULE OF CIVIL PENALTIES 1

Section2 Violation Willful

Violation

225.6: Failure to comply with consolidated reporting requirements..

225.9:

 (1) Failure to report ...........................................................

 (2) Failure to immediately report...................................

 (3) Failure to accurately report.....................................

 $ 2,500

 

 

 2,500 

 1,000

 1,000

 $ 5,000

 

 

 5,000

 2,000

 2,000

225.11: 

 (1) Failure to report accident/incident..............................

 (a) Highway-rail grade crossing..............................

 (b) Rail Equipment.............................................

 (c) Death, Injury, or occupational illness....................

 (2) Report is incomplete............................................. 

 

 2,500

 

 

 1,000

 

 

 5,000

 2,000

225.12: Failure to file Railroad Employee Human Factor form...... 2,500 5,000

(a) Failure to file Railroad Employee Human Factor 

Attachment correctly:

(1) Employee identified.................................

(2) No employee identified.............................

 2,500

 1,000

 5,000

 2,000

 (b)

 (1) Failure to notify employee properly...................

 (2) Notification of employee not involved in accident.

 2,500

 2,500

 5,000

 5,000

(c) Failure of employing railroad to provide requested 

information properly.......................................... 1,000 2,000

 

 (d)

(1) Failure to revise report ................................

(2) Failure to notify after late identification............

 2,500

 2,500

 5,000

 5,000

 
27

Section2 Violation Willful

Violation

(f) Submission of notice if employee dies as result of the 

reported accident....................................................

 2,500 5,000

(g) Willfully false accident statement by employee.......... 5,000

225.13 

(1) Failure to Late reports.........................................

(2) Failure to Review Employee Statement.....................

(3) Failure to Amend Report.....................................

 

 2,500

 2,500

 1,000

 

 5,000

 5,000

 2,000

225.18 Alcohol or drug involvement ................................ 2,500 5,000

225.23 Joint operations (1) (1)

225.25: 

 (1) Recordkeeping ........................................

 (2) Failure to post list..............................................

 (3) Posting Prohibited Information..............................

 (4) Missing fields...................................................

 

 2,500

 1,000

 1,000

 1,000

 

 5,000

 2,000

 2,000

 2,000

225.27:

(1) Failure to retain records.....................................

(2) Failure to retain electronic receipt...........................

(3) Failure to comply with electronic recordkeeping 

requirements...................................................

(4) Failure to provide access to records........................

 

 1,000

 1,000

 

 1,000

 1,000

 

 2,000

 2,000

 2,000

 2,000

225.33:

(1) Failure to adopt Internal Control Plan or more than two 

missing/outdated/incorrect components......................

(2) Internal Control Plan with less than three 

missing/outdated/incorrect components.....................

(3) Failure to comply with Internal Control Plan .............

(4) Failure to comply with the intimidation/harassment 

policy in Internal Control Plan..............................

(5) Failure to comply with requirements associated with 

Form FRA F 6180.150........................................

 2,500

 

 

 1,000

 2,500

 2,500

 

 2,500

 

 5,000

 

 2,000

 5,000

 

 5,000

 

 5,000

 
28

Section2 Violation Willful

Violation

225.35 Access to records and reports ................................... 2,500 5,000

 1 A penalty may be assessed against an individual only for a willful violation. The Administrator reserves the 

right to assess a penalty of up to $100,000 for any violation where circumstances warrant. See 49 CFR part 209, 

appendix A. A failure to comply with § 225.23 constitutes a violation of § 225.11. For purposes of §§ 225.25 and 

225.27 of this part, each of the following constitutes a single act of noncompliance: (1) a missing or incomplete log 

entry for a particular employee's injury or illness; or (2) a missing or incomplete log record for a particular rail 

equipment accident or incident. Each day a violation continues is a separate offense. 

 2 The penalty schedule uses section numbers from 49 CFR part 225. If more than one item is listed as a type of 

violation of a given section, each item is also designated by a “penalty code,” which is used to facilitate assessment 

of civil penalties, and which may or may not correspond to any subsection designation(s). For convenience, 

penalty citations will cite the CFR section and the penalty code, if any. FRA reserves the right, should litigation 

become necessary, to substitute in its complaint the CFR citation in place of the combined CFR and penalty code 

citation, should they differ.
FRA Guide for Preparing Accident/Incident Reports 

Appendix M - 1 Telephonic Notification Chart 

APPENDIX M

Telephonic Notification Chart 
Is Telephone Notification Required?

Was there a train accident1?

Two or more crew or 

passengers requiring hospital 

admission?

Telephonic 

notification 

required.

Yes Yes

No

No

Telephonic 

notification 

required.

Was there a death involved?

Was the fatality to 

Railroad Employee2,Contractor2 

on Railroad Property, Passenger3, or 

Highway User or any person due to a 

collision4 as a result of a highway-rail 

crossing accident/incident3?

Yes Yes

No

No

No telephonic 

notification 

required.

A Page 1 of 3

The flowchart below had been designed to allow railroad officials a quick reference for

determining if telephonic reporting is required after a train accident, train incident, non

train incident or other event. It does not replace the actual rule text. Users of the flow

chart are encouraged to review the rule text in Appendix L, § 225.9 Telephonic reports of 

certain accidents/incidents and other events.

Death or injury 

of five or more persons as a 

result of an accident/incident or 

event/exposure arising from the 

operation of the railroad?

No

Telephonic 

notification 

required.

Yes
Is Telephone Notification Required?

Telephonic 

notification 

required.

Damage of $150,000 or more 

(including non railroad 

property)?

Yes

No

No

(Continued from Previous Page)

Damage of $25,000 or more 

(including non railroad 

property)?

Telephonic 

notification 

required.

No telephonic 

notification 

required.

Yes

No

No

A

A

Page 2 of 3

Passenger train (with 

passengers on board)?

Was there an evacuation 

of the train?

Telephonic 

notification 

required.

Yes Yes

No
Is Telephone Notification Required?

Fouls a main line used for 

scheduled passenger service?

Telephonic 

notification 

required by

freight railroad.

No telephonic 

notification 

required.

(Continued from Previous Page)

Yes

No

Was the accident 

a collision or derailment?

Scheduled passenger service 

on track affected?

Telephonic 

notification 

required by 

freight railroad.

No telephonic 

notification 

required.

No

1 Using the FRA Criteria for determination of an accident.

2 Even due to natural causes not related to rail operations, later the railroad may deem the fatality is not reportable to the FRA.

3 See FRA Definition.

4 A railroad is only required to report those fatalities occurring within 24 hours of the highway-rail grade crossing accident/incident. 

Yes Yes

No

No

A

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FRA Guide for Preparing Accident/Incident Reports 

Sample Letter to Accompany Appendix N - 1 Highway User Injury Inquiry Form 

APPENDIX N

Sample Cover Letter to Accompany Highway User Injury Inquiry Form 

(Form FRA F 6180.150) 

 [Railroad Name] 

 [Railroad Address] 

[Date] 

[Highway User Name] 

[Highway User Address] 

Dear [Highway User], 

[Railroad’s Name] records show that you may have been involved in the highway-rail grade 

crossing accident/incident described in Part I of the attached form (Form FRA F 6180.150, 

“Highway User Injury Inquiry Form”). (The term “highway-rail grade crossing” includes a 

pathway crossing explicitly authorized by a public authority or a railroad carrier that is dedicated 

for the use of non-vehicular traffic, not associated with a public highway, road, or street, or a 

private roadway, that cross one or more railroad tracks at grade.) 

[Railroad’s Name] is required by the Federal Railroad Administration (“FRA”) to send a 

Highway User Injury Inquiry Form to every person potentially injured in a highway-rail grade 

crossing accident/incident. However, you are not required to complete the Highway User Injury 

Inquiry Form (your response is completely voluntary and not required by law). Your response 

will be retained by [Railroad’s Name] as part of its accident/incident records pursuant to 49 

C.F.R. § 225.27. 

As background, railroads are required by Federal law to provide the FRA with information about 

certain accidents and incidents occurring as a result of railroad operations. Information collected 

from Highway User Injury Inquiry Forms will enable railroads to provide FRA with more 

accurate information about such accidents/incidents. FRA uses this information to understand 

and eliminate railroad safety hazards. You may learn more about FRA’s reporting regulations 

by visiting www.fra.dot.gov. 

If you decide to complete the Highway User Injury Inquiry Form, please review and complete 

Part II of Highway User Injury Inquiry Form. [Railroad’s Name] has completed Part I; however, 

if you have any corrections, please mark them directly on the Highway User Injury Inquiry 

Form. When completing the narrative sections in 15(b) and 16(b) of the Highway User Injury 
FRA Guide for Preparing Accident/Incident Reports 

Sample Letter to Accompany Appendix N - 2 Highway User Injury Inquiry Form 

Inquiry Form, please describe the events that gave rise to your injury or injuries, discuss the 

medical treatment, if any, you received as a result of your injury or injuries, and provide any 

additional information about the box or boxes you checked in 16(a). For example, please 

describe your location and activities at the time of the accident/incident, the type of injury or 

injuries that you sustained and the medical care that you received following the 

accident/incident. Once you have completed Part II, please sign and date the Highway User 

Injury Inquiry Form, and return it to [Railroad’s Name] in the enclosed prepaid and preaddressed 

return envelope. 

If you have any questions, please contact me, [Railroad’s Name]’s Reporting Officer. I may be 

reached at (___) ___-____. 

Thank you, 

[Reporting Officer’s Name]